Assistant to the Resident Coordinator

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,365 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The position reports to the Senior Strategic Planning Officer/Head of the Resident Coordinator Office for Afghanistan. The post is in Kabul, Afghanistan.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)

Human Resources Management •Upon request from the Head/RCO, initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. •Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. •Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS/UMOJA. •Monitors staffing table and prepare relevant statistical data/charts. •Responsible for updating staff information in IMS, preparing and monitoring quarterly office leave plans, and prepares monthly attendance records as needed. Budget and Finance •Assists in the preparation and review of financial and human resource proposals/ requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. •Monitors expenditures and compares with approved budget; prepares adjustments as necessary. •Assists managers in the elaboration of resource requirements for budget submissions. •Assists in preparation of budget performance submissions, including revisions, and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures •Prepares or customizes financial reports from IMIS/UMOJA system generated reports. - Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. •Responsible for overseeing inventory of stationery and other supplies, informing the Head/RCO when supplies need to be replenished. Prepares procurement orders for RCO activities; enters new assets and supplies into the respective inventories; conducts quarterly inventory exercise; ensures that assets are properly coded and stocks match records. General Administration •Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. •Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. •Performs other related administrative duties, as required (e.g., operational travel and follow up reporting for RC and RCO staff; 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 seminars, conferences and translations). •May be responsible for guiding, training, and supervising the work of more junior General Service staff. •Responsible for maintaining all mailing lists, ensuring they are accurate and regularly updated. •Prepares meeting minutes and related action matrices as assigned. •Provides translation and interpretation support as requested. •Follows up on action matrices, deadlines, commitments, actions taken, and coordination of the collection and submission of reports (i.e. UNCT contributions to SG reports).

Contract Administration •Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. •Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. •Liaises with the UNAMA focal point regarding the processing or payment of contractors' invoices and monitors payments. •Liaises with relevant UNAMA sections and prepares as needed all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: ID cards, visas, UN compounds’ gate passes, local security clearances, and door keys.

Work implies frequent interaction with the following: •Staff within the RCO and the Office of the DSRSG/RC/HC, units in UNAMA, and DCO Regional and HQ Offices; •Human resource, administrative, accounting staff in UNAMA, DCO, UNON and Headquarters, general support service and conference services staff in UNAMA. •Consulting firms and independent consultants; UNV; and UNCT members.

Results Expected: Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises the RCO driver and any other clerical staff who may be employed.

Competencies - Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

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Education Secondary education with specialized secretarial training.

Work Experience Seven years of progressively responsible secretarial, administrative, programme, budget/financial, human resources management, public relations and official protocol experience or related area is required. Experience in the usage of computers and office software packages (Excel, MS Word, PDF, etc.) and in handling of web-based management systems is desirable. Experience within the UN system and familiarity with the UNDS reform and the RC system is desirable. Experience in handling web-based management systems required Knowledge of desktop publishing is desirable.

Languages Fluency in oral and written English is required; fluency in oral and written Dari and/or Pashto is required. Knowledge of another official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General´s Gender Parity Strategy. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.