Administrative Assistant

2 days ago


กรงเทพมหานคร, Thailand United Nations Full time

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.

The Environment and Development Division (EDD) assists developing countries in the region through providing advisory services, organizing capacity building tools and activities, carrying out research and analysis and supporting intergovernmental cooperation on environment and development in support of sustainable development.

This position is located in the Environment and Development Policy Section, in the Environment and Development Division. The incumbent reports to the Chief of Environment and Development Policy Section.

**Responsibilities**:
Under the direct supervision of the Chief of Environment and Development Policy Section, and overall supervision of the Director, Environment and Development Division, the incumbent is required to perform the following functions:
Budget and Finance
- Monitors status of expenditures and allotments through I Umoja/SAP, records variations, updates budget tables.
- Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
- Reviews status of relevant expenditures and compares 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 the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.

General Administration
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, consultants, and participants
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Assist in formalizing partnership arrangements through Letter of Agreements (LoAs).
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

Contract Administration
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies

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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience in the United Nations Common System or international organizations is desirable.

Experience with project monitoring and budgeting is desirable.

Experience with contract management is desirable.

Experience in arranging Letter of Agreements is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official la



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