Position: Admin Assistant
About Union Aid
Union Aid (UA) is a non-governmental, non-profit, non-political humanitarian and development organization established by Dr. Toryalay Nassery (an Afghan scholar) in July 1979 in Peshawar, Pakistan. It was formed in response to the influx of refugees from Afghanistan and was the first/pioneer organization to serve the Afghan refugees in Pakistan. Union Aid implemented its activities mainly in refugee camps that later became villages, which was one of the biggest refugee camps in the world at that time. UA initiated its activities in Afghanistan in the 1981 and gradually expanded its services all over Afghanistan. UA started its activities with two doctors and two paramedical staff that gradually expanded to various programs, including:
Health Care & Nutrition: Establishment and management of hospitals and clinics, maternal and child health services, nutrition programs, family planning, as well as full sponsorship and specialized treatment of patients in European countries including Germany, Spain and Italy.
Food Security: Distribution of food items throughout the country.
Education: Literacy initiatives, school management, scholarships for students, and teacher training programs.
Livelihoods & Vocational Skills: Technical training, handicraft production, and employment generation activities to strengthen self-reliance.
WASH & Shelter: Provision of clean drinking water, sanitation facilities, hygiene promotion, and emergency shelters.
Emergency Response: Life-saving interventions including food and non-food distributions, winter relief packages, and rapid health responses during crises.
Agriculture & Environment: Tree plantation and afforestation initiatives to support sustainability and environmental resilience.
Protection: Women empowerment projects, orphanage centers, and demining project.
Cash Assistance: Continuous financial support for needy families and internally displaced persons (IDPs).
Job Description:
Purpose and Scope of Assignment
The Administrative Assistant works under the overall supervision of the Administrative Officer and Procurement/Logistics Officer with technical advice and guidance from the Project Manager and Finance Manager. The Administrative Assistant is responsible for providing general Administrative support to the portfolio of Health Project with Union Aid.
Duties and responsibilities:
- Make appointments, coordinate meetings, and schedule conference rooms for program/project staff.
- Assist in arranging hotel and airline reservations and local travel plans for head office as well as project staff.
- Develop and maintain computerized spreadsheets and databases to enter information and generate reports; may produce, revise, or refine formal presentation materials, using presentation software.
- Maintain an accurate and complete filing system for project and office documents and correspondence, in compliance with Union Aid management policies and procedures.
- Draft correspondence and reports as required.
- Provide logistical support to the arrangement and management of meetings as required.
- Ensure that goods and services required for the smooth running of UA-Head Office, AFV-Health Project (Office), and Sub-offices are readily available.
- Assist in the preparation and update of list of materials, assets and equipment for project operations, and preparation of requisitions for acquisition of goods/services through Union Aid Procurement Unit.
- Respond to routine queries from AFV-Health project personnel, and other stakeholders, or direct queries to relevant personnel as appropriate.
- Actively work with AFV-Health Project Units to exchange information on Administrative issues to deliver correct and timely services.
- Identify problems in administrative areas and suggest alternative solutions to resolve issues.
- Facilitates workspace allocation and arrangements for new staff.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Organize and facilitate meetings and special events; schedule and coordinate dates and times, venues, attendance, agendas, and facility arrangements.
- Facilitate, monitor, and/or oversee admin department purchasing, inventory, and requisitioning of supplies and equipment.
- Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to the head of the unit.
- Supervise and manage the performance of external suppliers to ensure quality and reliable services for the project as well as head office.
- Perform any other related duties as may be assigned by line supervisor/manager.
Monitoring and Progress Controls
- Effective and efficient support to the Administrative Officer, and Procurement/logistics Unit.
- Maintain accurate and up-to-date central filling system.
Job Requirements:
- Bachelor’s degree in Business Administration or Public Administration.
- Two years of work experience in administrative roles with local NGOs or Internation NGOs.
- Experience and training in computers and other electronic equipment such as scanners, cameras, printers, copiers, etc.
- Self-motivated, reliable, honest, hardworking, goal-oriented, organized, articulate, and detail-oriented.
- Pleasant and friendly, able to work in a team environment. Professional appearance and presentation; good social and communication skills.
- Fluency in English, Dari, and Pashtu, both spoken and written. Fluency in computer productivity software (Microsoft Outlook, Word, Excel, and PowerPoint, Internet Explorer).
Submission Guideline:
- Please write the Job title/Vacancy Number on the subject line of your email.
- Aplications received after the closing date will not be considered
- Qualified female and disabled candidates are strongly encouraged to apply.
- ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED
Submission Email:
hr@unionaid.org unionaid@hotmail.com