Administrative Assistant
Organizational Context
This Administrative Assistant position is within the United Nations Assistance Mission in Afghanistan (UNAMA) in Kabul. The role reports to the Chief Security Officer, via the Deputy Chief Security Officer, and is crucial for providing administrative and operational support to security functions within the mission.
Job Purpose
The Administrative Assistant is responsible for managing a wide range of administrative, financial, and human resources activities to support the Security Section of UNAMA in Kabul. This includes processing personnel actions, managing recruitment processes, advising staff on entitlements and procedures, and overseeing HR documentation. The role also involves assisting with budget preparation, monitoring expenditures, processing requisitions and purchase orders, and managing financial obligations. Additionally, the incumbent will handle general administrative tasks, draft correspondence, coordinate with service units, and may supervise junior staff. The position ensures smooth operational functioning by managing contracts, processing invoices, and handling necessary permissions and documentation for staff and services.
Responsibilities
Key responsibilities include managing human resources functions such as recruitment, placement, promotions, performance appraisals, and staff training, ensuring compliance with UN rules. This involves responding to staff inquiries regarding entitlements and procedures, maintaining vacancy files, and processing personnel actions. In budget and finance, the role supports cost estimate preparation, monitors budget implementation, analyzes expenditures, and manages purchase requisitions and low-value orders. It also involves raising fund obligations, reconciling payments, and supporting cost recovery. General administration duties include drafting correspondence, coordinating with internal and external units, and performing other administrative tasks like travel arrangements and equipment maintenance. Contract administration involves assisting with day-to-day management of outsourced services, auditing invoices, processing payments, and preparing service certifications. The role also includes processing UN forms and permissions for staff.
Work Experience
A minimum of seven years of progressively responsible experience in administration, finance, budget, accounting, audit, or human resources is required with a High School Certificate. Experience working in the Budget and Finance unit of an international security organization is also required. Certification in the Technician Advanced Level of the Certified Accounting Technician is required.
Skills
Proficiency in performing administrative functions (budget, HR, database management), knowledge of UN administrative and financial rules, strong communication skills (written and verbal), and teamwork capabilities are essential.