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administrative assistant

2 months ago

Bangkok, Bangkok, Thailand UN - United Nations Full time
Org. Setting and Reporting


The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region.

ESCAP's role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Office of the Chief, Conference and General Services Section (CGSS), in the Division of Administration.

The incumbent reports to the Senior Administrative Assistant.

Responsibilities

Under the direct supervision of the Senior Administrative Assistant, and overall supervision of the Chief of Conference and General Services Section, the incumbent is required to perform the following functions:

  • Performs general administrative tasks, such as arrangements for meetings and other events, reservations, budget follow-up, etc., including by preparing and/or processing administrative requests or documents, e.g. requisitions, purchase orders, contracts, expenditure authorizations, etc.
  • Performs, under minimal supervision, a wide range of office management and administrative support functions.
  • Responds or drafts responses to routine correspondence and other communications; produces a broad variety of documents.
  • Provides administrative support to the Office of the Section Chief in the discharge of his/her duties.
  • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
  • Maintains files and databases in the SharePoint for the Section.
  • Records and processes in Umoja a full range of administrative support tasks, such as Sales Orders, Service Orders, Shopping Carts, etc.
  • Performs data entry and extraction functions in Umoja.
  • Researches, compiles and summarizes data for use in preparation of reports, briefings, presentations, etc., on the implementation of Umoja in the area of conference and general services.
  • Prepares and reviews Umoja reports for the consideration of the Section Chief.
  • Ensures smooth and efficient information flow; assists in the development of office administrative systems and procedures related to Umoja.
  • Manages, updates and further develops internal databases related to Umoja in the area of conference and general services – services delivery module; generates or prepares a variety of standard and non-standard statistical reports and tables from various databases.
  • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assists with visualizations and updating information material such as web pages or brochures.
  • Performs other relevant duties as required.
Competencies

Professionalism:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.

Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Able to perform analysis, modelling and interpretation of data in support of decision-making.

Planning & Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently

Accountability:

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.

Job - Specific Qualification

Not available.

Work Experience


A minimum of five years (or three years if graduated with a first-level university degree) of progressively responsible experience in administrative services, finance, accounting, audit, or general office support is required.

Experience in client service management for payment processing is desirable. Experience with Enterprise Resources Planning (ERP) is desirable. Experience in the United Nations Common System or international organizations similar to UN Common System is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in Thai is desirable. Knowledge of another UN official language is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located.

Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

Applicants for GS and related positions may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment.

They must be authorized to work in the country regardless of where they live at the time of applying for the job opening.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

This is a temporary position and will be available until 31 December 2024.

If selected, an internal candidate will be on temporary assignment to the post; an external candidate will initially be offered a temporary appointment.

Any extension of appointment is subject to satisfactory performance and continued availability of the post.

United Nations Considerations


According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.

This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.

Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee


THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.