Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Kabul
Country: Afghanistan
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the United Nations Assistance Mission in Afghanistan (UNAMA), which is dedicated to supporting the Afghan government and people in their efforts to achieve peace, stability, and development. UNAMA was established in 2002 and operates with a mission to promote human rights, support the Afghan peace process, and assist in the delivery of humanitarian aid. The organization employs a diverse workforce across various sectors and has a presence in multiple regions of Afghanistan, working collaboratively with local and international partners to address the challenges faced by the country.

Job Overview:
The Administrative Assistant plays a crucial role in managing all administrative matters related to a section or office within UNAMA. This includes overseeing human resources management, budget and finance management, and providing general administrative support to the staff. The position requires a proactive approach to ensure that all administrative tasks are handled efficiently and effectively. The Administrative Assistant will be responsible for maintaining accurate records, processing claims, and ensuring compliance with organizational regulations and procedures. Additionally, the role involves preparing statistical tables, drafting correspondence, and assisting with data collection and analysis for reporting purposes. The Administrative Assistant must demonstrate professionalism, planning and organizing skills, and a strong client orientation to meet the needs of the office and its staff.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to:

• Human Resources Management: - Entering, maintaining, and certifying administrative data and records for time and attendance, performance appraisals, etc. in electronic systems. - Processing entitlements-related claims and reports. - Maintaining and reviewing staffing tables and generating reports. - Following up on human resource activities such as recruitment, placement, and training.
• Budget and Finance: - Monitoring expenditures and allotments through IMIS and updating budget tables. - Assisting in budget reviews and preparing financial reports. - Reviewing requisitions for goods and services to ensure proper allocation of funds.
• General Administration: - Preparing and processing administrative arrangements for staff travel. - Drafting routine correspondence and maintaining up-to-date work unit files. - Organizing administrative arrangements for seminars and conferences. - Assisting with data presentations and updating information materials. - Performing other related administrative duties as required.

Required Qualifications:
Candidates must possess a minimum of three years of progressively responsible experience in administrative services, finance, accounting, audit, contracting, or human resources. This requirement is reduced to one year for candidates with a first-level university degree or higher in relevant fields. Experience in administrative support within the United Nations Common system or comparable international organizations is required. Familiarity with Umoja, Inspira, SharePoint, or similar interfaces is desirable, as is experience supporting senior officials.

Educational Background:
A minimum educational requirement for this position is a High School Certificate. However, candidates with a first-level university degree or higher in finance, accounting, human resources, audit, or general administrative services will have their relevant experience requirement reduced to one year.

Experience:
The position requires a minimum of three years of relevant experience in administrative services, finance, accounting, audit, or human resources. Candidates with a first-level university degree or higher in relevant fields will only need one year of experience. Experience working within the United Nations or similar organizations is essential, and familiarity with administrative support systems is highly valued.

Languages:
Fluency in English and Dari is required for this position, as these are the working languages of the United Nations Secretariat. Knowledge of Pashto is considered desirable, enhancing communication capabilities within the local context.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Kabul. Selected candidates from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its workforce and adheres to strict standards of efficiency, competence, and integrity in its hiring practices. All employment decisions are made based on qualifications and organizational needs.