Administrative Assistant

Job Advertisement

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

Job Details

Job Posting Organization:
The United Nations Assistance Mission in Afghanistan (UNAMA) is an integrated mission that was established in 2002 to assist the Afghan government and people in their efforts to promote peace and stability in Afghanistan. The mission's primary focus is to support the Afghan government in its efforts to build a stable and democratic state, promote human rights, and facilitate humanitarian assistance. UNAMA operates in various regions of Afghanistan, including Bamyan, where this position is located. The organization employs a diverse workforce and is committed to gender equality and the empowerment of women.

Job Overview:
The Administrative Assistant position at UNAMA's Bamyan Field Office is a crucial role that involves supporting the Regional Administrative Officer in various administrative functions. The incumbent will be responsible for managing human resources activities, including recruitment, placement, and performance appraisal, while ensuring compliance with UN rules and regulations. Additionally, the role encompasses budget and finance responsibilities, such as assisting in the preparation of the office's work programme and budget, monitoring expenditures, and preparing financial reports. The Administrative Assistant will also handle general administrative duties, coordinate with service units, and assist in data collection and analysis for reporting purposes. This position requires a proactive approach to problem-solving and the ability to work collaboratively with colleagues to achieve organizational goals.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Human Resources Management: - Administering various human resource activities such as recruitment, placement, and training. - Maintaining vacancy announcement files and tracking updates. - Advising staff on visa matters and conditions of service. - Monitoring staffing tables and managing appointments and separations.
• Budget and Finance: - Assisting in the preparation and monitoring of the office's budget and work programme. - Collecting data for financial reports and reviewing budget proposals. - Monitoring budget implementation and reallocating funds as necessary. - Reviewing requisitions for goods and services to ensure compliance with budgetary constraints.
• General Administration: - Providing guidance to mission staff and assisting in reviewing agreements. - Identifying and reporting issues and recommending actions. - Coordinating with service units and performing other administrative duties as required. - Assisting in data collection and preparation of reports for decision-making. - Updating information materials such as web pages and brochures.

Required Qualifications:
The required qualifications for the Administrative Assistant position include: - A high school diploma or equivalent is mandatory. - A technical training in Finance, Budget, Human Resources Management, or Administration is desirable. - Solid computer skills, including proficiency in word processing and spreadsheets, are essential. - Familiarity with UN administrative electronic tools, such as Umoja or ERP, is advantageous. - Knowledge of UN Rules, Regulations, Manuals, and Policies is also desirable.

Educational Background:
Candidates must possess a high school diploma or equivalent. A technical training in Finance, Budget, Human Resources Management, or Administration is considered desirable for this position. This educational background will provide the necessary foundation for the administrative and financial responsibilities associated with the role.

Experience:
Candidates should have a minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or management. For those with a first-level university degree or higher in a relevant field, the minimum experience requirement is reduced to three (3) years. This experience should demonstrate the candidate's ability to handle complex administrative tasks and contribute effectively to the organization's goals.

Languages:
Fluency in oral and written English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of oral and written Dari and Pashto is desirable, as it would facilitate communication within the local context and enhance the effectiveness of the role.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Bamyan, Afghanistan. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations is committed to creating a diverse and inclusive work environment and encourages applications from all qualified candidates, regardless of gender identity, sexual orientation, race, or disability. The recruitment process will adhere to the highest standards of efficiency, competence, and integrity, and candidates will be evaluated based on their qualifications and organizational needs.