Administrative Assistant, Kabul

Vacancy No: 033/02/2009
Post Title: Administrative Assistant
Organization: UNAMA
Location: Kabul
Duration: First three months (probationary period - renewable)
No of Post: 2
Sex: Male/ Female
Nationality: Afghan
Salary:
Date Announced: 2009-02-03
Closing Date: 2009-02-17

Background:
na.

Duties & Responsibilities:
1. Provide day-to-day back up support to the Office of the DSRSG in all areas of work such as: Initiate, process, monitor/review and follows up actions related to the administration, logistics and human resources activities of the unit.

2. Type a wide variety of correspondence, reports and documents using word processing software, proof reading and ensuring that grammar, spelling and punctuation are correct; draft routine correspondence.

3. Provide advice guidance to the staff with respect to administrative procedure liaising with central administrative services as necessary.

4. Prepare and dispatch documents to mail, fax digital sender and pouch, and provide photocopying assistance to the unit.

5. Assist in managing the pool of drivers assigned to Pillar 1.

6. Attend UNAMA flight; felicitate cargo and passenger transportation to airport and vice-versa. Prepare road mission requests; arrange for security clearance for staff and visitors traveling to Kabul or the regions.

7. Receive, assess and refer telephone and personal enquiries in English, Dari and Pashto to the appropriate staff for reply and respond to general enquiries.

8. Organize events, issue of invitation cards to Diplomatic community, UN Agencies, Government Officials and other National and International NGOs.

9. Create and maintain administrative files and official records. Search and select relevant information and records upon request.

10. Maintain stationary and other basic supplies for the office.

11. Establish and maintain records of incoming and outgoing correspondence.

12. Provide translation in English from Dari and Pashto as and when required.

13. Provide administrative and logistical support to officers in the office of the DSRSG (Political).

14. Assist in collecting relevant information from UN Agencies, International and National NGOs and the Government of Afghanistan.

15. Provide support to the Head of the Unit and other staff members in arranging meetings prepare materials for meetings, distribution of notice of meetings, agenda and other background materials for meetings and other related events.

16. Perform other duties as assigned by the supervisor.

Qualifications required:
Education: High school or equivalent Diploma;

Experience: At least 4 years progressively responsible experience in the field of finance, accounting, human resources, administrative resources, or other related fields. Experience within the UN system an asset.

Language: Fluency in both written and oral English, Dari and Pashto.

Other Skills: Knowledge of UN systems and procedures as they relate to Staff Rules and Regulation, personnel and administrative policies and procedures as well as financial rules and procedures.


Competencies:
Professionalism: knowledge of the UN systems, staff rules and regulations as well as administrative policies and practices. Ability to manage processes, maintain accurate records, interpret/analyze a variety of data, and identify/resolve data discrepancies and activity problems. Planning and Organizational: Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner. Commitment to Continuous Learning: Initiative and willingness to keep abreast of new developments in accounting and budget area. Technology Awareness: Proficiency in various MS Office applications (excel, word) and other IT applications. Communication: Ability to write in a clear and concise manner and to communicate effectively orally. Teamwork: Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships within budget/finance, human resource counterparts and client departments.

Submission Guideline:
Applicants meeting the above qualifications are requested to submit the following only:

1. A one-page Covering Letter expressing your interest/ suitability for this Post
2. Curriculum Vitae (CV) & the P-11
3. Copy of High School Diploma

Note: You are requested not to attach any other extra documents like experience certificates etc.

Preference will be given to equally qualified women candidates;

If you are sending your applications in Hard Copies, please address them to:

Personnel Section, UN Operation Centre in Afghanistan (UNOCA), Jalalabad Road, Kabul, Afghanistan,
OR
Email to: unamava_substantive@un.org

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