Union Aid

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.

• 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).

• 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

hr@unionaid.org unionaid@hotmail.com