Administrative Assistant

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Description

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This position is located in UNAMA Strategic Communications Section, Kabul. The Administrative Assistant reports to the Senior Public Information 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.

Responsibilities

• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Process entitlements-related claims and reports.
• Maintains and reviews section staffing tables.
• Follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Monitors status of expenditures and allotments through SAP/Umoja, records variations and updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Processes payment of contractors’ invoices and monitor the payments. • Prepares and processes UN forms and permissions for contractual work and services, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Perform other duties as required by the supervisor
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• 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 administrative arrangements for seminars, conferences and translations.
• Drafts routine correspondence.
• Assists in the preparation of statistical tables and standard financial reports.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of three (3) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, contracting and human resources or related area, is required.

Languages

• English and French are the working languages of the United Nations Secretariat; and English is a working language of UNAMA.
• For the position(s) advertised, fluency in English is required; and fluency of Dari and Pastho is required.
• Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/257501?language=en

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