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Senior Administrative Assistant
This Position is closed/expired
Company: UNAMA
Iran, Tehran
Ref: P339-01
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About the Company :
| United Nations Assistance Mission in Afghanistan (UNAMA) Liaison Office in Tehran, Iran |
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About the Job :
Number of posts: One
Type of contract: Appointment for Limited Duration (ALD)
Duration: First three months (probationary period renewable)
Category: General Service (Local)
Grade: GSL-5
Duty station: Tehran, Iran
Issuing date: 26 August 2008
Closing date: Until the position is filled
Under the direct supervision of the Head of the UNAMA Liaison Office in Teheran, the incumbent will be responsible for the following:
Duties and Responsibilities:
Human Resources Management:
Initiates, monitors and follows-up with UNAMA Headquarters on actions related to the administration of the units human resources activities, e.g. recruitment, leave, promotion, performance appraisal, separation, training, etc.;
Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems;
Reviews entitlements-related claims and reports;
Provides advice and guidance to staff with respect to administrative procedures, process and practices, liaising with other concerned section as necessary;
Maintains and reviews organizational staffing tables;
Assists international staff with allowances, salary payments, claims and other financial matters.
Budget and Finance:
Manages UNAMAs cash receipts and imprest account / petty cash;
Maintains financial records for the office;
Procures office items using petty cash;
Coordinates UNAMAs financial authorization with UNDP Iran;
Assists in monitoring status of expenditures and allotments, updates budget tables;
Ensures the prompt payments of bills (insurance, telephone, electricity etc);
Consolidates data received and provides support to higherlevel staff with respect to budget reviews;
Reviews status of relevant expenditures and compare with approved budget;
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
Assists in preparation of budget performance submissions for the office;
Prepares statistical tables and standard financial reports.
General Administration:
Monitoring UNAMAs registry mail account and mail and pouch services;
Prepares and follows-up on administrative arrangements and forms related to the official travel of staff in and to the office;
Prepares visa and hotel arrangements for official travel;
Arranges official appointments for Head of Office;
Escorts visitors from Security station in the UN lobby to the UNAMA office and back;
Provides general reception duties (both in English and Farsi);
Drafts routine correspondence (both in English and Farsi);
Provides informal translations of documents from Farsi to English
Files incoming and outgoing correspondence;
Maintains files of rules, regulations, administrative arrangements and forms related to the official travel of staff;
Archives data and media of interest to the office (hardcopy and electronic);
Maintains up-to-date work unit files (both paper and electronic);
Coordinates extensively with service units;
Coordinates all necessary duties related to the management of UNAMAs property;
Assists in the supervision and tasking of the driver;
Assists with the clearance of custom items;
Updates fuel and mileage reports for UNAMAs vehicles;
Attends meetings and takes meeting notes as required;
Performs other related administrative duties as assigned.
Competencies:
Professionalism
Knowledge of the UN systems, staff rules and regulations as well as administrative policies and practices
Ability to manage processes, maintain accurate records, interpret/analyze a variety of data, and identify/resolve data discrepancies and activity problems; Planning and Organizational
Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner; Commitment to Continuous Learning
Initiative and willingness to keep abreast of new developments in accounting and budget area; Technology Awareness
Proficiency in various MS Office applications (excel, word, ) and other IT applications; Communication
Ability to write in a clear and concise manner and to communicate effectively and orally; Teamwork
Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Demonstrated ability to develop and maintain effective work relationships within budget/finance, human resource counterparts and client departments. |
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Profile of Ideal Candidate :
Qualifications:
Education: High school certificate; post-secondary training in human resources management, business management or office management highly desirable.
Experience: Minimum four (4) years progressively responsible experience within a large organization, preferably the UN, in the field of administration, human resources, finance, accounting or other related fields.
Language: Fluency in written and spoken English and local language(s) of duty station.
Other Skills: Solid computer knowledge (Microsoft Word, Excel, etc.). |
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