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Administration Assistant

Kabul (Afghanistan)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Kabul (Afghanistan)
  • Grade: LICA-4, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-06-28

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Background Information - Job-specific

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the Government and people of Afghanistan through delivery of projects and services in line with the government’s national priorities. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO is implementing a number of projects in a range of sectors including infrastructure (roads, bridges, justice and security, health, and water supply) development, procurement services, HR services, capacity building, and humanitarian protection, amongst others, on behalf of the Government of Afghanistan, the international donor community, and other UN agencies.

The functional objective of UNOPS AFCO is to contribute to the achievement of the development outcomes sought by the Government of Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the reconstruction and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO’s services, at all times, in all places, in all circumstances, in order to improve significantly the lives of all Afghans in need


Background Information - Job-specific

Established in 2015, Resolute Support (RS) is a NATO-led, non-combat mission with a mandate to train, advise and assist the Afghan National Defence and Security Forces (ANDSF), who assumed nationwide responsibility for Afghanistan’s security following the conclusion of the previous NATO-led International Security Assistance Force (ISAF) mission. 


The purpose of RSHQ is to help the Afghan security forces and institutions develop the capacity to protect its citizens in a sustainable manner and to manage/improve security enhancements within Kabul city. The purpose of the UNOPS/RSHQ engagement is to support NATO for both the ANA Trust Fund Office (NATFO) and Kabul Security Force (KSF) funding streams, which includes procurement of goods and services, contract management, maintenance of equipment, physical security enhancements, construction projects and construction work packages, as well as coordination and facilitation of RSHQ operations, programs and activities (non-kinetic only).

Functional Responsibilities

Purpose and Scope of Assignment

Under the direct supervision of the Administration Officer, the Administration Assistant manages and ensures the provision of efficient logistic and transportation support services to a relevant operational unit. In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant promotes a client, quality and results-oriented approach.

Summary of Key Functions:

  • Logistics and asset management support

  • Transport services

  • Support to knowledge building and knowledge sharing


Logistics and asset management support:

  • Appropriate maintenance and safe and secure storage of all office equipment and property.

  • Preparing accurate inventory lists and adequate property records for the office as well as for projects.

  • Careful monitoring of the movement of equipment into and within the area of responsibility.

  • Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.

  • Processing of supply requisitions for office premises.

  • Assistance with timely and effective customs clearance.

  • Administering the receipt of goods and equipment for the office, inspection and report preparation.

Transport services 

  • Proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures

  • All official transport needs of Management and office personnel met with accompanying security arrangements.

  • Daily vehicle log on petrol consumption and mileage.

  • Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.

  • Efficient building management and maintenance activities. 

  • Implementation of a power policy in line with capacity of the city power and generators.

  • Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions;


Knowledge building and knowledge sharing

  • Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.

  • Sound contributions to knowledge networks and communities of practice


Impact of Results

The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.  Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.


Education/Experience/Language requirements

Education

Completion of secondary school or equivalent

Experience

2 to 3 years of relevant administrative experience is required

Experience in the usage of computers and office software packages like Microsoft or G-Suite is required

Experience in handling web-based management systems is desired

Language

Intermediate knowledge of English is required.

Knowledge of Dari/Pashto is desirable.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local ICA
Contract level: LICA-4
Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance 

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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