Office Assistant

About UN-Habitat:

The United Nations Human Settlements Programme (UN-Habitat) is the UN agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable town and cities with the goal of providing adequate shelter for all. This post is in the UN Habitat Regional Office for Asia and Pacific (ROAP) at Kabul duty station. UN-Habitat Afghanistan The United Nations Human Settlements Programme, UN-Habitat, has been working within Afghanistan since 1992 with funding support of USAID, Japanese and Australian Governments, EU, CIDA, Swiss Agency for Development and Cooperation (SDC), Kingdom of the Netherlands and several other bilateral donors and multilateral donors. During this period, its programme has expanded to include a wide range of human settlements initiatives, from humanitarian emergency support to small-scale neighborhood level improvement schemes to municipal scale governance reforms.

Job Summary:

Under the guidance and supervision of the Administrative Officer the Office Assistant provides administrative support to UN-Habitat Main office and other project Offices ensuring high quality and accuracy of work and his/her responsibilities are as follow:

Duties & Responsibilities:

•  Provides general office support services to help ensure the smooth functioning of an organizational unit.
• Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
• Proofreads written products for completeness and grammatical and typographical accuracy.
• Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Reviews, records, routes, and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
• Receives phone calls and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.
• Maintains files (both paper and electronic) and databases for the work unit.
• Updates and maintains large distribution lists; assembles documents, reports, and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
• Performs basic data entry and extraction functions.
• Checks the accuracy of simple calculations, coding, data, etc.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).
• Photocopies a variety of documents and other materials.
• Responsible for flight bookings and flight cost disbursement
• Responsible for travel tracking.
• Responsible for transport management and office vehicle maintenance when required.
• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
• Delivers urgent mail/messages.
• Assists security focal point in daily security communication system check report
•  Performs other duties as assigned

Professionalism:

• Ability to identify and resolve budgetary problems and identify sources for data collection. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork:

•  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.
• developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.

Job Requirements:

Education:

• High School Certificate in the respective field. A good working knowledge of the latest MS Office and spreadsheet software will be essential. reporting and correspondence will be carried out in English, knowledge and experience with UN procurement rules and regulations is preferred.

Language:

• English and French are the working languages of the United Nations Secretariat. For the posts advertised, basic English, speaking and writing of local languages are required.

Submission Guideline

Interested Afghan National Candidates should submit the following required documents.

1.      A cover letter that shows how your qualifications and experience meet the VA requirement.

2.      An updated and signed P11 form for individual contractors (IC) that contains all your information.

To the unhvacancies@unhabitat-afg.org  indicating on the SUBJECT line the vacancy number of the position, please note that applications received after the closing date (15 March 2024) will not be given consideration. Only short-listed candidates whose applications meet the above criteria will be contacted for an interview.

Note: Subject line must be: (2024-03-236) or your application may not be considered.

Submission Email: unhvacancies@unhabitat-afg.org

For more details about UN-HABITAT and UN-HABITAT Afghanistan Country Programme refer Website: www.unhabitat.org and www.unhabitat.af