ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located within the United Nations Assistance Mission in Afghanistan (UNAMA), with duty station in Kabul. The incumbent report to the Chief Security Officer through the Deputy Chief Security Officer (DCSO) on all issues related to security administration and operations support. ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT: • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS. • Monitors staffing table and prepares relevant statistical data/charts. BUDGET AND FINANCE: • Assists in the preparation, review, analysis and finalization of Security Section cost estimates and budget proposals; monitors budget implementation and performance; analyzes expenditure and establishes purchase projections for effective utilization of funds; and identifies variance between approved budget and actual expenditure and summarizes explanation of material variances (as input to budget performance submissions and reports). • Ensures requisitions for Goods & Services are in line with authorized budgets in coordination with Acquisition Management, Procurement Unit and the Mission Budget & Finance Unit; coordinates submission of both funded and unfunded Shopping Carts with correct Product ID in line with specification requirements; and prepares, reviews and finalizes Low Value Purchase Orders (LVA) in Umoja in accordance with the UN Procurement Manual, including required supporting documentation and technical evaluation inputs. • Raises fund obligations and prepares/deploys Funds Pre-commitments and Fund Commitments for Security Section requirements; reconciles payments in line with Fund commitments, Fund Pre-commitments, Requisitions and Purchase Orders, identifies open commitments and liaises with the Procurement Unit on liquidation of outstanding obligations; prepares Service Certification Reports/Service Entry Sheets for vendor services; and supports cost recovery in line with established MOUs/agreements and policies, including follow-up on associated receivables and responses to financial/performance reporting or audit requirements, ensuring internal control systems are functioning in line with UN financial policies, rules and regulations. 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 Kabul HQ 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). • May be responsible for guiding, training, and supervising the work of more junior General Service staff. CONTRACT ADMINISTRATION: • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Audits contractors’ invoices against the goods and services provided and approved by the UN. • Processes contractors’ invoices for payment and monitors payment status, as required. • Prepares service-related certification/documentation (e.g., Service Certification Reports/Service Entry Sheets) to support invoice verification and processing, in accordance with the relevant Purchase Orders/contractual terms. • Prepares and processes required UN forms and permissions for Unit/Section/Service staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. CompetenciesPROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceWith High School Certificate, a minimum of seven (7) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or management is required. Experience of working in the Budget and Finance unit of an International Security Organization is required Chartered Institute of Procurement & Supply (CIPS) (or equivalent) is required. Certification must be valid at the time of application/appointment. The minimum year's of relevant experience is reduced to five (5) for candidates who possess a first level university degree or higher in administration, finance, budget, accounting, audit, human resources or management is desirable. Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable. Certification/training in International Public Sector Accounting Standards (IPSAS) (orientation and benefits realization), accrual accounting (including inventories and PPE), demand planning/supply chain management, and Umoja (finance modules and fraud prevention) is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Dari and Pashto are desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).