Administrative Assistant, G6

The Administrative Assistant supports the Security Section of UNAMA in Kabul by managing human resources administration, budget and finance tasks, general administration, and contract administration. The role involves processing personnel actions, budget monitoring, procurement coordination, invoice auditing, and providing administrative support to ensure efficient operations.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• 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 status of vacancy announcements.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists in preparation, review, analysis and finalization of Security Section cost estimates and budget proposals; monitors budget implementation and performance.
• Ensures requisitions for Goods & Services align with authorized budgets; coordinates submission of Shopping Carts and prepares Low Value Purchase Orders in Umoja.
• Raises fund obligations and prepares/deploys Funds Pre-commitments and Fund Commitments; reconciles payments and liaises with Procurement Unit on liquidation of outstanding obligations.
• Drafts routine correspondence related to administrative, financial audit, and personnel matters.
• Coordinates extensively with service units and liaises with internal team members at Kabul HQ and in the field.
• Performs other related administrative duties such as operational travel programme, monitoring accounts and payments, physical space planning, office technology needs, and organizing seminars and conferences.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits contractors’ invoices against goods and services provided and approved by the UN.
• Processes contractors’ invoices for payment and monitors payment status.
• Prepares service-related certification/documentation to support invoice verification and processing.
• Prepares and processes required UN forms and permissions for Unit/Section/Service staff, including grounds passes, property passes, parking permits, swipe-card access and door keys.

Requirements

• High school diploma or equivalent is required.
• 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 or other set-up is required.
• Certification in the Technician Advanced Level of the Certified Accounting Technician is required.
• English language proficiency at UN Level II in reading, writing, listening and speaking is required.
• Dari and Pashto language skills at UN Level I are desirable.

Skills

• Administration
• Budget Management
• Financial Accounting
• Audit
• Human Resources Administration
• Contract Administration
• Personnel Actions
• Budget Monitoring
• Procurement Coordination
• Invoice Auditing
• Certified Accounting Technician
• English Language Proficiency

Languages

English, Dari, Pashto