Coordination and Administrative 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.

Eligibility criteria

Candidate age: between 18 and 29 throughout the entire duration of their assignment. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Under the direct supervision of the International UN Volunteer Administrative Officer, the National UN Youth Volunteer will support the following:

Front Office back-up:

• Support the management of the HR Front Office with an emphasis on ensuring, effective coordination and implementation of activities of HRTS;
• Back-up, when needed, the Admin Officer in the front office of the CHRO.
• Channel visitors/ communication to concerned team members;
• Organize meetings and cross-training activities in collaboration with the Training Unit;
• Ensure that the team meets the agreed deliverables particularly in terms of reporting in timely manner;
• Maintain a record of HR routine reporting and due date for each report;
• Keep track of HR tasks assigned via the Tasks tool and follow up with the respective teams for timely completion;
• Draft routine correspondence (including but not limited to visa/ bank/ travel letters, minutes of the meetings, etc.);

Support Field Coordination Activities within the O/CORM:

• Support Field Coordination activities within the O/CORM;
• Facilitate the tracking of issues recorded in the Issues Register and monitor/take up follow up actions to ensure satisfactory completion of tasks;
• Support the O/CORM in attending/arranging meetings, conferences and field visits; Support the logistical arrangements and prepare materials/ agendas, minutes of the meetings;
• Support the review of field offices monthly reports and take note of any pertinent issues, achievements and challenges requiring Mission Support HQ attention;
• Update the Utility Consumption spreadsheet using data from the monthly reports;
• Facilitate compilation and update of the HRTS and O/CORM’s workplan/activities for the year.

i-NEED (Software to track tasks assigned within HR Office):

• Assist the HR Admin Officer in the implementation of i-NEED, supporting the monitoring and follow up on assigned tasks; Act as a focal point for i-NEED when the HR Admin Officer is absent

Digital Archives Management System for Human Resources Section:

• Ensure filing and archiving of personnel records, in collaboration with relevant team members;
• Establish paperless records management system, in collaboration with Field Technology Section, by transforming paper based files to digital files/ archives to ensure paperless office, business continuity and digital source for records retrieval.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Education - Additional Comments:

Study in Administration/ Human Resources is an advantage.

Required experience:

12 Months

Experience remark:

Previous experience in admin related issues, or HR Management is required.

Language skills:

• English(Mandatory), Level - Fluent
• Dari(Mandatory), Level - Fluent
• Pashto(Mandatory), Level - Fluent

Area of expertise:

Human resources management and development, Knowledge management, archiving and documentation, Administration and administrative assistance

Driving license:

No

Competencies values:

Accountability, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Ethics and Values, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Self-Management, Technological Awareness, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup . Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile . Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Note: In order to create profiles, you can also watch the video http://youtu.be/BtE6gZL2ooA which will guide more in details.