Administration Assistant

Details

Mission and objectives

UNDP has been working across Afghanistan for more than 50 years on challenges related to climate change and resilience, gender, governance, health, livelihoods and rule of law.
Guided by the government and its Development Councils, our work is fully aligned with the Afghanistan National Peace and Development Framework and National Priority Programmes, and is carried out in close coordination with partner UN agencies under the One UN Framework.
As the UN’s development network, we connect the Afghan government and people with the resources and information they need to drive their own development according to their own priorities, as well as to achieve the Sustainable Development Goals.

Context

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:
• Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment;
• Support with arrival administration and official processes as required;
• Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal;
• Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address;
• Access to shared host entity corporate knowledge, training and learning;
• Ensure that UN Volunteers are provided all necessary security measures as per the United Nations Security Management System (UNSMS);
• Leave management;
• DSA for official travel, when applicable;
• All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme;
• Investigate misconduct: sharing reports with the UNV;
• Provide emergency assistance, e.g. the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g. isolation facilities` services during pandemics).

Task description

• Support in Assets/custodial items & Inventory managements (incl. verification, tagging);
• Preparation of routine correspondences under the supervision of Administration Associate/Supervisor;
• Managing documents and files (incl. copying, printing);
• Daily support to administrative and logistical services;
• Support in collecting of information requested by non-accredited Agencies and performance of other administrative surveys;
• Copying and searching documents for VAT returns;
• Tickets booking/issuance/cancellation for non-accredited UN Agencies;
• Daily support to travel management processes;
• Arrangements of travel and hotel reservations for visiting UN/UNDP officials;
• Administrative support to UNDP conferences, workshops, retreats;
• Administrative support to conferences, workshops requested by non-accredited Agencies;
• General administrative support in the office (can include: procurement of office needs, stationary, furniture; kitchen appliances);
• Submission of service provider’s invoices for payment in compliance with Finance Unit’s Standard Operating Procedure (SOP);
• Assist in overall daily operations and other relevant duties upon request by Supervisor.
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.