Administrative Assistant

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Description

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Org. Setting and Reporting

• This position is located in the United Nations Assistance Mission in Afghanistan (UNAMA), Kabul, within the Office of the Deputy Special Representative of the Secretary-General (Political). The Administrative Assistant is under the direct supervision of an international Administrative Assistant and the general supervision of a Special Assistant in the Office of the DSRSG Political.

Responsibilities

The Administrative Assistant assists the office with handling daily administrative and routine activities of the mission and will perform the following responsibilities: Human Resources Management

• Performs various actions related to the administration of the work unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., consistently applying UN rules, regulations, policies and procedures.
• Liaises with central administration/executive services as required; Maintains vacancy announcement files and updates track advertised Job Openings.
• Prepares personnel actions through the UN’s current electronic tools, e.g., Umoja; Advises staff on visa matters; Provides advice and answers general queries on classification procedures and processes; Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Budget and Finance:

• Provides assistance in the preparation and development of the office’s work programme and internal travel budget; Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary; Collects data from relevant databases and assist in preparation of financial reports; Provides assistance in the review, and preparation of the medium-term plan and its revisions; Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects; monitors compliance with the medium-term plan and other legislative mandates;
• May assist managers in the elaboration of resource requirements for budget submissions; Monitors budget implementation/expenditures and records reallocation of funds as necessary; Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds; Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures;
• Assists in the preparation of budget performance submissions; Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.
• Manages petty cash, hospitality funds and DSRSGs representational budget.

General Administration

• Provides guidance to mission and/or subordinate staff. May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas; Identifies and reports issues/problems as they arise, and recommends appropriate actions; Coordinates regularly with service units and liaises as needed with internal team members both at the mission and external stakeholders; Performs other related administrative duties, as required (e.g., travel , monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

Education

• High school diploma or equivalent is required. Technical training in Finance, Budget, Human Resources Management or Administration is highly desirable.

Work Experience

• As per approved special measure, a minimum of five (four) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related area is required. The minimum year of relevant experience is reduced to three (3) years for candidates who possess a first level university degree in Administration, finance, budget, accounting, audit, human resources or management. Solid computer skills including proficiency in word processing and spreadsheets is required. Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable. Familiarity with function-related provisions of United Nations Rules, Regulations, Manuals and Policies is desirable. Experience working at a UN field mission or UN Agencies in this capacity is desirable. A minimum of one year working in the front office of a senior official is desirable. A minimum of one year experience working on protocol or arranging senior level engagements is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in oral and written Dari or Pashto is required.

Source: https://careers.un.org/jobSearchDescription/240746?language=en

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