Administrative Assistant

Job Posting Organization:
The position is located within the United Nations Assistance Mission in Afghanistan (UNAMA), which was established to support the Afghan government and people in their efforts to achieve peace and stability. UNAMA operates in Afghanistan with a mission to promote human rights, support the delivery of humanitarian assistance, and facilitate the political process. The organization employs a diverse workforce and collaborates with various stakeholders, including government entities, civil society, and international partners, to address the complex challenges facing the country. UNAMA's commitment to gender equality and the empowerment of women is a core aspect of its mission, ensuring that both men and women are equally involved in all aspects of its work.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Chief security" style="border-bottom: 1px dotted #007bff !important;">Security Officer and the Deputy Chief Security Officer in managing security administration and operations support within UNAMA. The incumbent will be responsible for a wide range of administrative functions, including human resources management, budget and finance, general administration, and contract administration. This position requires a proactive approach to ensure compliance with UN rules and procedures while providing effective support to the Security Section. The Administrative Assistant will also be expected to maintain a high level of professionalism and communication skills, working collaboratively with colleagues and stakeholders to achieve organizational goals.

Duties and Responsibilities:
The Administrative Assistant will be tasked with several key responsibilities, including:

• Human Resources Management: Initiating, reviewing, processing, and following up on human resource activities such as recruitment, placement, promotion, and training. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and analysis of budget proposals, monitoring budget implementation, and ensuring compliance with financial policies. Preparing requisitions for goods and services, managing fund obligations, and reconciling payments.
• General Administration: Drafting correspondence, coordinating with service units, and performing various administrative duties such as travel program management and office technology maintenance.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary documentation for staff permissions.
• Providing guidance and training to junior staff as needed.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or management is required. Experience in the Budget and Finance unit of an International Security Organization is essential. Certification from the Chartered Institute of Procurement & Supply (CIPS) or equivalent is mandatory. For candidates with a first-level university degree or higher, the minimum years of relevant experience is reduced to five. Knowledge of UN administrative electronic tools, such as Umoja or ERP, is desirable, along with certification in International Public Sector Accounting Standards (IPSAS) and accrual accounting.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher in administration, finance, budget, accounting, audit, human resources, or management are preferred, as this can reduce the required years of experience.

Experience:
The position requires a minimum of seven years of progressively responsible experience in relevant fields such as administration, finance, budget, accounting, audit, human resources, or management. Candidates with a first-level university degree or higher may qualify with five years of experience. Specific experience in the Budget and Finance unit of an International Security Organization is essential, along with familiarity with UN administrative electronic tools.

Languages:
English is the required working language for this position. Proficiency in Dari and Pashto is desirable, as these languages are commonly spoken in Afghanistan. Candidates should demonstrate their language skills according to the UN Language Framework, which outlines the minimum required level for each skill in these languages.

Additional Notes:
The position is based in Kabul, Afghanistan, and is likely to be a full-time role. The contract duration and seniority level may vary, and candidates should be prepared for the unique challenges of working in a complex security environment. Compensation and benefits will be in accordance with UN policies and regulations.