Senior Administrative Assistant

3 months ago

กรงเทพมหานคร, Thailand United Nations Full time

The Office of Information and Communications Technology (OICT) is leading the digital transformation of the Organization to enable a better, safer, more sustainable future through secure, reliable, and innovative technology solutions. This position is located in the Office of Information and Communications Technology, Enterprise Solutions Service, Enterprise Application Center Asia (OICT/ESS/EAC-Asia), hosted by ESCAP and located in Bangkok, Thailand. The incumbent will report to a Senior Information Systems Officer within OICT/ESS.

**Responsibilities**:
Under the direct supervision of a Senior Information Systems Officer and the overall guidance of the Chief, ESS, the incumbent will be responsible for the following duties:
Human Resources Management
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Reviews and processes personnel actions through Umoja.
- Advises staff on visa matters.
- Provides advice and answers general queries on classification procedures and processes.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Budget and Finance
- Provides expert assistance in the preparation and development of the unit’s work programme and budget.
- Assists in monitoring budget/work programme with respect to various budgets, trust funds, grants, and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
- Collects data from relevant databases and prepares customized financial reports.
- Provides assistance in the review, and preparation of the medium-term plan and its revisions.
- Reviews, analyses, and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
- Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
- Assists in the preparation of budget performance submissions.
- Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

General Administration
- Provides guidance, training, and daily supervision to other general service staff in the area of responsibility.
- Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
- Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
- 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 and the identification of office technology needs and

maintenance of equipment, software, and systems, organize and coordinate 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

- Professionalism:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.

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.
- 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 pl

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