[UNAMA] ADMINISTRATIVE ASSISTANT

Description

ADMINISTRATIVE ASSISTANT Organization: UNAMA - United Nations Assistance Mission in Afghanistan Location: Kabul, Afghanistan Level: Senior Grade: G-6 Sector: Admin Posted: 2026-10-12 Application deadline: 2026-11-11 Contract (as described by UN Talent): 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. Original source: careers.un.org Org. Setting and Reporting This position is located within the United Nations Assistance Mission in Afghanistan (UNAMA), with duty station in Kabul. The incumbents report to the Chief Security Officer through the Deputy Chief Security Officer (DCSO) on all issues related to security administration and operations support. Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT: • 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. • Monitors staffing table and prepares relevant statistical data/charts. BUDGET AND FINANCE: • 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 for effective utilization of funds; and identifies variance between approved budget and actual expenditure and summarizes explanation of material variances (as input to budget performance submissions and reports). • Ensures requisitions for Goods & Services are in line with authorized budgets in coordination with Acquisition Management, Procurement Unit and the Mission Budget & Finance Unit; coordinates submission of both funded and unfunded Shopping Carts with correct Product ID in line with specification requirements; and prepares, reviews and finalizes Low Value Purchase Orders (LVA) in Umoja in accordance with the UN Procurement Manual, including required supporting documentation and technical evaluation inputs. • Raises fund obligations and prepares/deploys Funds Pre-commitments and Fund Commitments for Security Section requirements; reconciles payments in line with Fund commitments, Fund Pre-commitments, Requisitions and Purchase Orders, identifies open commitments and liaises with the Procurement Unit on liquidation of outstanding obligations; prepares Service Certification Reports/Service Entry Sheets for vendor services; and supports cost recovery in line with established MOUs/agreements and policies, including follow-up on associated receivables and responses to financial/performance reporting or audit requirements, ensuring internal control systems are functioning in line with UN financial policies, rules and regulations. 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 Kabul HQ and in the field. • Performs other related administrative duties, as required (e.g., operational travel programme; 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. CONTRACT ADMINISTRATION: • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Audits contractors’ invoices against the goods and services provided and approved by the UN. • Processes contractors’ invoices for payment and monitors payment status, as required. • Prepares service-related certification/documentation (e.g., Service Certification Reports/Service Entry Sheets) to support invoice verification and processing, in accordance with the relevant Purchase Orders/contractual terms. • Prepares and processes required UN forms and permissions for Unit/Section/Service staff, including UN grounds passes, property passes, UN parking permits

Sectors

Source

Source: untalent.org