Admin /Travel Assistant

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The UNV Job Profile for the Admin/Travel Assistant can be used in entire UNICEF administration, as the administrative focal point for a section that is outside of the office’s administrative section. The Administrative / Travel Assistant is accountable for procedural and some specialized communications, and operational and administrative support services.

It is worth noting that this UNV position covers a broad range of functions, however, depending on the context, the incumbent may focus on all, some, or only one or two areas with great depth. Therefore, if this is the case, this can be made clear in teamwork plans as well as individual performance plans. However, for the incumbent to remain within the UNV level of accountability, one, or a combination of the functions highlighted as “specialized” should not encompass the majority of their time.

Within the delegated authority and under the supervision of the Administration Officer or his/her designated mandated representative(s), the UNV Registry Clerk will:

• Maintain the filing system in accordance with an established classification system. • Provides advice and assists staff members by processing requests for visas, identity cards and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station location • Drafts correspondence, including Notes Verbal, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures • Registers all incoming and outgoing Travel Requests TRQ, Purchase Requests PRQ, Travel Claim submitted to Travel Unit. Registers all outgoing payment requests, visa forms and applications for visas in the registry book for proper tracking and follow up. • Receives and scrutinizes supporting documentation for all travel claims. • Responds to queries relating to the area of responsibility. • Updating Travel Database on daily basis for the arriving and departing travelers. Timely flight reservation on UNHAS, UNAMA, Kam Air and PACTEC for all local missions inside and outside the country
• Briefing new arrivals on airport pic and visa arrangements • Obtaining VIP airport access for senior management • Perform any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for instance in events that mark International Volunteer Day). • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. • Provide annual and end-of-assignment self-reports on UN Volunteer actions, results, and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers. • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Note: only female applicants will be preferred for this assignment.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning Communication • Flexibility • Accountability • Communication • Empowering Others • Integrity • Planning and organizing • Self-Management

    Business Administration is required.

• Professional work experience at the national and/or international level in General Administration, such as Travel, Transport, Facility, Protocol, Guesthouse Management and Asset Management or other relevant programs is required; experience with finance is an asset, as is experience working in the UN or other international development organization. • Other desired/mandatory required technical knowledge • Excellent oral and written skills; excellent drafting, formulation, and reporting skills. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.

• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Sound security awareness.

This is an office-based post within the UNOCA compound in Kabul.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Entitlement;

Entry lump sum: (one time payment)USD 400 Volunteer living allowance: (per month)USD 624 Exit allowance ( for each month served, paid on successful completion of the assignment): USD 50. Medical and life insurance Cigna private insurance.

Leave Entitlements; • Uncertified Sick Leaves: 7 days • Certified Sick Leave: 30 days • Maternity Leave: 16 weeks • Paternity Leave: 10 days leave • Training and leaning Leave: 10 working days per consecutive 12 months