Administrative Assistant

UNAMA
  • Post Date: December 15, 2016
  • Applications 4
  • Views 624
Job Overview

About UNAMA:

Important note: UNAMA will only accept properly completed and signed Personal History Form (P.11) received before closing date. CVs or Resumes will not be considered nor will late submissions after closing date.

Job Description:

The Administrative Assistant at this level reports to the Chief Transport Officer. The Administrative Assistant is responsible for effectively and efficiently managing all administrative matters related to a section/office including human resources management, budget and finance management. In addition to providing general administrative support to the section/office staff.
HUMAN RESOURCES MANAGEMENT:
 Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/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.
 Monitors staffing table and prepare relevant statistical data/charts.
BUDGET AND FINANCE:
 Assists in the preparation and review of financial and human resource proposals/requirements.
 Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
 Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
 Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
 Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
 Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
GENERAL ADMINISTRATION:
 Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
 Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
 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.
 Assists the Fleet Operations Manager with daily Dispatch operations.
 Ensures accurate processing of reports for attendance, fuel consumption and weekly schedules for dispatchers and drivers.
 Prepares all leave requests and updates personal data for dispatchers and drivers in UMOJA and Inspira.
 Effectively manages and updates files (both paper and electronic) and database for Dispatch Unit.
 Responsible for problem solving between Dispatch staff during conflict situation.
CONTRACT ADMINISTRATION:
 Assists with day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
 Audits the contractors’ invoices against the goods and services provided by the contractor as and when required.
 Processes the payment of contractors’ invoices and monitor payments.
 Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
 Performs other duties, as required.

Job Requirements:

Education: High school diploma or equivalent is required.
Work Experience: A minimum of five (5) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, human resources or related area.
Languages: Fluency in written and oral English and Dari/Pashtu is required.
Special measure:
The minimum work experience for GL-6 is reduced to 5 years, instead of the standard minimum requirement work experience of 7 years. The special measure approved by the Office of Human Resources Management (OHRM)-UNHQ, until 31 May 2017, 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.
Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Submission Guideline:

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: unamava_support@un.org
Required documents: Serving UN staff members: The two most recent e-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 binding.
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 selection panel.

Submission Email:

unamava_support@un.org

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Job Detail
  • Experience5 Years
  • GenderMale/Female
  • QualificationHigh School
  • Contract DurationFixed Term
  • Vaccancy Number42/12/2016
  • Number of positions1
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