ADMINISTRATIVE ASSISTANT, G6

Overview

The Administrative Assistant, G6 position is located within the United Nations Assistance Mission in Afghanistan (UNAMA) in Kabul. The role supports security administration and operations through human resources management, budget and finance assistance, general administration, and contract administration.

Tasks Summary

Initiates, reviews, processes and follows-up on human resource activities including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation of staff.
Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, and conditions of service.
Oversees the maintenance of vacancy announcement files and tracks their status.
Reviews and processes personnel actions through IMIS.
Monitors staffing table and prepares statistical data/charts.
Assists in the preparation, review, analysis and finalization of Security Section cost estimates and budget proposals.
Monitors budget implementation and performance, analyzes expenditure, and establishes purchase projections.
Ensures requisitions for Goods & Services are in line with authorized budgets.
Prepares, reviews and finalizes Low Value Purchase Orders (LVA) in Umoja.
Raises fund obligations and prepares/deploys Funds Pre-commitments and Fund Commitments.
Reconciles payments and identifies open commitments.
Prepares Service Certification Reports/Service Entry Sheets for vendor services.
Supports cost recovery in line with established MOUs/agreements and policies.
Drafts routine correspondence to respond to enquiries.
Coordinates with service units and liaises with internal team members.
Performs other related administrative duties, as required.
May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Assists with day-to-day administration of contracts between the UN and external contractors.
Audits contractors’ invoices against goods and services provided.
Processes contractors’ invoices for payment and monitors payment status.
Prepares and processes required UN forms and permissions for Unit/Section/Service staff.

Experience Requirements

With High School Certificate, a minimum of seven (7) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or management is required. Experience of working in the Budget and Finance unit of an International Security Organization is required. Chartered Institute of Procurement & Supply (CIPS) (or equivalent) is required. The minimum year's of relevant experience is reduced to five (5) for candidates who possess a first level university degree or higher in administration, finance, budget, accounting, audit, human resources or management is desirable. Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable. Certification/training in International Public Sector Accounting Standards (IPSAS) (orientation and benefits realization), accrual accounting (including inventories and PPE), demand planning/supply chain management, and Umoja (finance modules and fraud prevention) is desirable.

Qualification Requirements

High school diploma or equivalent is required.