Senior Administrative Assistant

Job Description

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 unit’s 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 UNAMA’s cash receipts and imprest account / petty cash; • Maintains financial records for the office; • Procures office items using petty cash; • Coordinates UNAMA’s 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 higher–level 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 UNAMA’s 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 UNAMA’s property; • Assists in the supervision and tasking of the driver; • Assists with the clearance of custom items; • Updates fuel and mileage reports for UNAMA’s 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.