Administrative Assistant

Application deadline date has been passed for this Job.

Administrative Assistant

  • Post Date:November 16, 2022
  • Views 20
0 Applications
  • Career Level Manager
    Experience 2 Years
    Gender Both
  • Industry Management
    Qualification Bachelor Degree
    Salary As per Organization Salary Scale
  • Number of Opportunities 1
    Vacancy Number 2022-11-224
    Location Kabul
Job Description

About UN-Habitat:

Founded:

Organizational Setting:

The United Nations Human Settlements Programme (UN-Habitat) is the UN agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable town and cities with the goal of providing adequate shelter for all. This post is located in the UN Habitat Regional Office for Asia and Pacific (ROAP) at Kabul duty station.

UN-Habitat Afghanistan

The United Nations Human Settlements Programme, UN-Habitat, has been working within Afghanistan since 1992 with funding support of USAID, Japanese and Australian Governments, EU, CIDA, Swiss Agency for Development and Cooperation (SDC), Kingdom of the Netherlands and several other bilateral donors and multilateral donors. During this period, its programme has expanded to include a wide range of human settlements initiatives, from humanitarian emergency support to small-scale neighborhood level improvement schemes to municipal scale governance reforms.

Operations Division:

Operations Section, UN-Habitat Afghanistan Programme is responsible for providing professional, timely, accurate, effective, and efficient support to the country office programme by ensuring that financial resources are unitized in the best interest of the organization and in line with UN rules and regulations. The Operations Section comprise of Finance Management, Human Resource Management, ICT, and security.




Job Summary:

Under supervision of Administrative Officer and Finance & Budget Officer, Admin Assistant will be responsible for:

Duties & Responsibilities:

Responsibilities:

• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse country programme unit to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions.

• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs, and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks.

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of units under operations.

• Assists in initiation/ process of documents and payments in Umoja financial system.

• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal.

• Provides guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.

• Maintains and reviews organizational staffing tables; prints and reviews Umoja reports.

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.

• Drafts routine correspondence.

• Maintains files of rules, regulations, administrative instructions, and other related documentation.

• Maintains up-to-date work unit files (both paper and electronic).

• 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.

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

• Processes the payment of End Beneficiaries, Implementation Partners, contractors’ invoices, and monitor payments

• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.

Job Requirement:

Competencies (Select 3 Maximum)

Professionalism: Ability to identify and resolve budgetary problems and identify sources for data collection. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

a)      Education:

Bachelor’s degree (Business) with at least 2 years of experience in Administration, high school certificate with 5 years’ experience in related field. A good working knowledge of the latest MS Office and spreadsheet software will be essential. Fluency in both oral and written English will be vital since all the reporting and correspondence will be carried out in English, knowledge and experience with UN procurement rules and regulations is preferred

b)     Experience:

At least 2 years of work experience in a related field.

c)      Language:

 




 

 

 

 

 

 

 

 

 

English and French are the working languages of the United Nations Secretariat. For the posts advertised, fluency in oral and written English is required.

Job Location:

Afghanistan, Kabul

Submission Guideline:

Interested Afghan National Candidates should submit the following required documents.

1. A cover letter that shows how your qualifications and experience meet the VA requirement.

2. An update CV and UN-Personal History form for individual contractor (IC) that contains all your information To the [email protected]; indicating on the SUBJECT line the vacancy number of the position, please note that applications received after the closing date (25 November 2022) will not be given consideration. Only short-listed candidates whose applications respond to the above criteria will be contacted for an interview.

Note: Subject line must be: (2022-11-224) or your application may not be considered.

Submission Email: [email protected];

For more details about UN-HABITAT and UN-HABITAT Afghanistan Country Programme refer

Website: www.unhabitat.org and www.unhabitat.af

Submission Email:

  [email protected]



Attachments:

P11 -English.doc
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