Administrative Assistant

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan. UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic, and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace, and Security.

Under the supervision of the Facilities Management Associate, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

1. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent).
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required.
• Provide administrative support to conferences, workshops, retreats.
• Provide administrative support to property management.
• Maintain filing system ensuring safekeeping of confidential materials.

      2. Provide administrative support to office and assets management:

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.
• Maintain records on assets management and prepare required reports.
• Maintain files and records relevant to office premises and related maintenance.
• Perform Buyer role in Quantum system and prepare Purchase Orders.
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

       3. Provide administrative support to the implementation of Human Resources services:

• Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned.
• Maintain staffing lists and reports, as required.
• Perform the duties of Leave Monitor.

      4. Provide administrative support to knowledge building and knowledge sharing:

• Facilitate trainings for the operations/projects staff on administration.

      5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: 

FUNCTIONAL COMPETENCIES:

• Ability to administer administrative processes and transactions.
• Ability to perform work of confidential nature and handle a large volume of work.
• Good knowledge of administrative rules and regulations.
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
• Development and Operational Effectiveness.

Required Skills and Experience

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in business administration or related fields is desirable.

Experience:

• At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.

Languages:

• Fluency in English and Pashto and Dari is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from   Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)