Administration Assistant

Details

Mission and objectives

UNDP has been working across Afghanistan for more than 50 years on challenges related to climate change and resilience, gender, governance, health, livelihoods and rule of law. Guided by the government and its Development Councils, our work is fully aligned with the Afghanistan National Peace and Development Framework and National Priority Programmes, and is carried out in close coordination with partner UN agencies under the One UN Framework. As the UN’s development network, we connect the Afghan government and people with the resources and information they need to drive their own development according to their own priorities, as well as to achieve the Sustainable Development Goals.

Context

UNDP’s role is to help fortify development outcomes among local communities, government partners, and the private sector, using the SDGs as both a destination and a guide. Through the SDGs, a transformative shift from a war economy to a peace economy is possible, helping Afghanistan to meet its global commitments, its internal targets (such as those set by the Afghanistan National Peace and Development Framework-ANPDF), and, most importantly, the expectations and ambitions of the Afghan people. While this bold vision demands investments from UNDP, among all development actors, UNDP Afghanistan Country Office is providing insights on understanding and overcoming multidimensional poverty. UNDP’s perspective is that meaningful poverty alleviation requires a different development approach – one that monitors and attempts to affect the systemic interplay of socioeconomic factors, regional differences, and shifts in the political economy. To deliver this value proposition, the CO needs to ‘raise the bar’ on its development policy expertise and engage national and local policy makers on disrupting the complex systems contributing to intractable poverty. This UNV assignment is part of a new office structure with UNDP Afghanistan, which is designed to support a more integrated and collaborative way in supporting Afghanistan achieve sustainable development and sustainable peace. The Country Office has aligned the new office structure with the thematic vision of the emerging Country Programme and designed new ways of working that will facilitate more collaboration across the office, create the foundations for more sub-national level work and higher delivery and emphasize learning and support to national staff capacity development.

Task description

Under the direct supervision of the General Operation Specialist the National Youth UN Volunteer will undertake the following tasks: • Submission of service provider's invoices for payment in compliance with Finance Unit’s Standard Operating Procedure (SOP); • Preparation of PO and non-PO vouchers for recurring services. • Creation of requisitions in QUANTUM for General Services Unit, register of goods receipt. • Assist the operations in the Country Office (CO) in accordance with UNDP rules and regulations and policies. • Support the Bi-annual physical inventory verification exercise to ensure accuracy of records and location of property ensure that managers sign off on the physical count and correctness of the inventory system database. • Support in Assets/custodial items & Inventory managements (incl. verification, tagging). • Preparation of routine correspondences under the supervision of Administration Associate/Supervisor. • Managing documents and files (incl. copying, printing). • Daily support to administrative and logistical services. • Support in collecting of information requested by non-accredited Agencies and performance of other administrative surveys. • Copying and searching documents for VAT returns. • Tickets booking/issuance/cancellation for non-accredited UN Agencies. • Daily support to travel management processes. • Arrangements of travel and hotel reservations for visiting UN/UNDP officials. • Administrative support to UNDP conferences, workshops, retreats. • Administrative support to conferences, workshops requested by non-accredited Agencies. • General administrative support in the office (can include procurement of office needs, stationary, furniture; kitchen appliances); • Monitors updated schedule of renovation/cleaning/painting of office building scheduled and all office facilities hygienic and in smooth and always in running conditions. • Assist in overall daily operations and other relevant duties upon request by 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 take 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.