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Administrative Assistant


  • Organization: UNDP - United Nations Development Programme
  • Location: Afghanistan
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2023-03-25

OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to: 

• alleviate human suffering in disasters and emergencies 

• advocate for the rights of people in need 

• promote preparedness and prevention 

• facilitate sustainable solutions. 

In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation's response to both complex emergencies and natural disasters. In addition, it aimed at improving the overall effectiveness of the UN's humanitarian operations in the field.  Afghanistan remains one of the most dangerous and most violent, crisis-ridden countries in the world with a continued deepening and geographic spread of the conflict. Violations of International Humanitarian Law (IHL) and Human Rights Law (HRL) occur regularly - including targeted killings, forced recruitment, and attacks on health and education facilities. 

At the same time, Afghanistan is prone to earthquakes, flooding, drought, landslides, and avalanches. Over three decades of conflict, coupled with climate change, environmental degradation, and insufficient investment in disaster risk reduction strategies, have contributed to the increasing vulnerability of the Afghan people to cope with the sudden shock of natural disasters and increased risks posed to livelihoods. On average, each year, around 230,000 people are affected by natural disasters. Destruction of shelters, crops, food stocks and damage to household and community assets such as water and sanitation infrastructure result in the need for emergency support to protect people from the elements. 

The HFU manages, among others, the Afghanistan Humanitarian Fund (AHF), which is a multi- donor country-based pooled fund managed by OCHA Afghanistan under the leadership of the Humanitarian Coordinator. It receives unearmarked contributions from donors into a single fund. The funds are used for ongoing humanitarian operations and to respond to new emergencies. The Head of Humanitarian Financing / CBPF Manager manages a unit (HFU) comprising of 26 staff in total. The Administrative Assistant is based in the Office for the Coordination of Humanitarian Affairs (OCHA) in Kabul, Afghanistan. The Administrative Assistant reports to the Finance Officer (Admin) P3 in the Afghanistan Humanitarian Fund Unit, OCHA Afghanistan. 


Duties and Responsibilities

1- Effective communication, administrative and logistical support to the Humanitarian Financing Unit (HFU)
  • Coordination of the information flow in the HFU and dissemination of corporate and interoffice communication to HFU as required.
  • Screening of all incoming communications, filtering outgoing correspondence for required signature, clearance, and further action by other staff; wherever possible.
  • Supporting the HFU on travel, missions, meetings, and appointments.
  • Liaising with the CO Administration Unit for supporting the staff recruitment, procurement processes, IT, and finance, as required.
  • Maintenance of the filing system ensuring the safekeeping of confidential materials.
  • Custodian for management of HFU stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution and replenishment, as necessary.
  • Provision of necessary logistical support to HFU and organize events/workshops.
  • Organizing transport, hotel bookings and other logistics for missions at sub-national levels and abroad, as needed.

2- Assets management support to the Humanitarian Financing Unit (HFU)

  • Timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
  • Provision of support to maintenance of HFU office in close coordination with CO Admin unit.
  • Regular maintenance, tracking, updating of records on assets management.

3- Facilitation of knowledge-building and management

  • Sound contributions to knowledge networks and communities of practice.
  • Participation in the training for the operations/projects staff on administration.

4- Performs other duties that may be required by the supervisor and the Head of Humanitarian Financing

Undertake any other duties as assigned by the supervisor and Head of Humanitarian Financing.



Achieve Results:


LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:


LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously


LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility


LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner


LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion


LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination


Cross-Functional & Technical competencies

Thematic Area



Administration & Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations

Events management (including retreats, training and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations

Travel Desk

Ability to process and approve Travel Requests, Travel Claims and Expense Report, knowledge of relevant policy and procedures

Administration & Operations


Assets management

Knowledge of policy and procedures on assets management; to ensure relevant tracking and reporting.



Required Skills and Experience
  • High school certificate is required.
  • A University Degree in Business or Public Administration or related Social Science will be given due consideration.
  • Certification in administration is desirable.
  • Minimum 4 years (with Secondary education) or 1 year (bachelor's degree) of relevant experience in administration or program support services.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
  • Previous working experience with United Nations or International Organizations is desirable. 
  • Fluency in oral and written English, Pashto or Dari is desirable.
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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