Administrative Assistant

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Description

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Org. Setting and Reporting

The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO), Kabul, Afghanistan. Under the guidance of the Head of Office, the Administrative Assistant supports the overall management of the RCO’s operations, logistical requirements, management of information flow and follow-up on deadlines and commitments made.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

• Ensures effective and efficient functioning of the UN RCO , full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
• Ensures services organized for meetings, such as venue rental, translation services, and other procurement services.
• Manages the UNRCO missions and representation schedule, including ticket, accommodation, approval on UMOJA system, security clearance on system, official communication to relevant stakeholders, etc.
• Maintains repositories of partner contact lists and ensures regular updating
• Prepares correspondence, directives, comments on behalf of the UNRC for his/her signature and ensuring delivery and any other follow-up when required.
• Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies.
• Coordinates the information flow in the office, follow up on circulation files.
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC.
• Screens all incoming calls and correspondence.
• Ensures that all related logistics to the offices of RC/Afghanistan are well functioning, including IT related, electricity, AC, etc. in coordination with related departments.
• Supports RCO staff in organizing meetings, appointments with partners, transportation arrangements among others.
• Supports the implementation of the Afghanistan Business Operations Strategy, including through data collection, analysis, and information sharing with the OMT, and its Working Groups, verifies and supports entry of relevant data and figures on the BOS online platform.
• Provides technical support to the OMT and Common Premises focal points in compiling accurate and reliable data related to common premises and back-office services.
• Responds to ad-hoc requests of the RC.

GENERAL ADMINISTRATION:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences, and translations).
• Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management.
• 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.
• Ensures that requirements and background information used for data analysis are documented
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required. Relevant first- level university degree may be accepted in lieu of two years of required experience.

Work Experience

• A minimum of seven (7) years of progressively responsible secretarial, administrative, programme, budget/financial, human resources management, public relations and official protocol experience or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first level University degree. Experience in front office management is desirable. Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. A minimum of one (1) year work experience in data analytics or related area 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, Dari AND Pashto is REQUIRED. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of equals a rating of’ confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/243807?language=en

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