Administrative Assistant Full-time Job1 month ago - Admin-Clerical - Kabul - 855 views
No. Of Jobs: 1
Vacancy Number: 48/12/2017
Education: High School Diploma
Contract Duration: Fixed Term
Experience: 4 years
Closing Date: 12 Dec, 2017
Unama P11 Form: Download
Under the general supervision of the Senior/Administrative Officer/Unit/Section or
Service Chief, the incumbent will perform the following responsibilities:
Human Resources Management:
Performs various actions related to the administration of the work unit’s human
resource activities, consistently applying UN rules, regulations, policies and
procedures. Liaises with central administration/executive services as required;
Maintains vacancy announcement files and updates track vacancy
announcements; 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
Budget and Finance:
Provides assistance in monitoring the budget/work program with respect to
various budgets, trust funds, grant and other funds on a regular basis, and
records re allocations of resources and implements the re allocations as necessary;
Collects data from relevant databases and assist in preparation of financial
reports; 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
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 in outstations; 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).
Maintains the existing filling system both physically and electronically
Education: High school diploma or equivalent is required. Technical training in Finance,
Budget, Human Resources Management or Administration is highly desirable.
Work Experience: A minimum of four (4) years of progressively responsible experience
in administration, finance, budget, accounting, audit, human resources or related area.
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. Must be familiar with function-related provisions of United Nations
Rules, Regulations, Manuals and Policies. Experience working at a UN field mission or
UN Agencies in this capacity is desirable.
Languages: Fluency in written and oral English and Dari/Pashtu is required.
The minimum work experience for GL-5 is reduced to 4 years, instead of the standard
minimum requirement work experience of 5 years. The special measure approved by the
Office of Human Resources Management (OHRM) - UNHQ, is extended until 31 May 2018
reduces the minimum required years of relevant work experience for filling positions for
UNAMA General Service and National Professional Officer positions. The special measure
is applicable to all applicants.
UN CORE VALUES AND COMPETENCIES
Professionalism: Shows persistence when faced with difficult problems or challenges.
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.
Integrity: Demonstrates the values of the United Nations in daily activities and
behaviours; acts without consideration of personal gain; resists undue political pressure
in decision-making; does not abuse power or authority; stands by decisions that are in
the Organization's interest, even if they are unpopular; takes prompt action in cases of
unprofessional or unethical behaviour.
Respect for Diversity: Works effectively with people from all backgrounds; treats all
people with dignity and respect; treats men and women equally; shows respect for and
understanding of diverse points of view and demonstrates this understanding in daily
work and decision-making; examines own biases and behaviours to avoid stereotypical
responses; does not discriminate against any individual or group.
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.
Client Orientation: Considers all those to whom services are provided to be “clients”
and seeks to see things from clients’ point of view. Establishes and maintains productive
partnerships with clients by gaining their trust and respect. Identifies clients’ needs and
matches them to appropriate solutions. Monitors ongoing 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.
Applicants must accurately complete, sign and date the United Nations Personal
History form (P.11) and forward the duly completed signed P.11 copy by e-mail to:
UNAMA staff members at GL-4 level holding fixed-term appointment may
apply and may be eligible for SPA, if selected.
Required documents: Serving UN staff members: The two most recent Performance Evaluation Reports must be submitted with the application.
For External applicants: Two most recent performance evaluation reports or
if not available, two reference letters. If the applications received do not
contain the latest two performance evaluation reports candidates must
provide a short explanation as to why they are not available.
Applicants should indicate VA Number and Post Title on the email subject
line when submitting duly completed and signed P.11 Form. UNAMA will not
consider any applications received without VA Number and Post Title in the
email subject line and after the closing date of the VA. Incomplete P.11 will
not be accepted.
Please note that any information provided on the P.11 form will be considered
The selected candidates will be subject to a reference checks process to
verify the information provided in the P.11 form.
Only applicants who are short-listed will receive an acknowledgement within two
weeks from the deadline indicated on the VA.
Qualified female candidates are highly encouraged to apply
The necessity for ensuring the highest standards of efficiency, competence and integrity
remain the paramount considerations in the employment of personnel. To ensure
fairness and transparency, selection will be made on a competitive basis through a