Contracts Management Assistant

4 weeks 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 inclusive economic, social and environmental development and support regional cooperation and integration in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership, through its analytical, normative and technical cooperation, 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 of the Facilities Management Unit, in the Division of Administration. The incumbent will report, through the Facilities Management Administrative Assistant (G-6), to the Chief of the Facilities Management Unit.

**Responsibilities**:
Under the direct supervision of the Chief, Facilities Management Unit, the Contracts Management Assistant will be responsible for the following duties:
Contract Administration
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits contractors' invoices against the goods and services provided by external contractors and approved by receivers.
- Processes the payment of contractors' invoices and monitors payments in Umoja.
- Prepares and processes all UN forms and permissions for both contractual services staff and UN staff, including: UN grounds passes, property passes, parking access, swipe-card access and door keys.
- Supports the Chief of Facilities Management with respect to monitoring and ensuring that all major service contracts are in compliance with all UN procedures, manuals and guidelines. This includes coordinating compliance with security training and passes; following up on receipt and inspection reports, verifying invoice schedules, and recording contract performance at all stages of the procurement process.
- Prepares status reports for management such as surveys, statistical and financial reports.
- Drafts statement of work for a variety of support services associated with highly complex contracts and procurement activities.
- Maintains contact with customers and outside vendors on support issues.
- Maintains supporting files and databases with respect to finances, procurement, and contract administration and management.

Budget and Finance
- Monitors the status of expenditures and allotments through Umoja, records variations, and updates budget tables and reports.
- Consolidates data inputs and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
- Reviews the status of expenditures and compares with approved budget performance targets.
- 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.
- 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).
- Coordinates extensively with service units and liaises frequently with internal team members both in Bangkok and offices located away from Bangkok, such as Subregional Offices and Regional Institutes.
- Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; administration of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

Competencies
- 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.
- PLANNING AND 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.

Education
High school diploma or equivalent is required. A recognized first level university degree in business administration is desirable.

Job - Specific Qualification
Passing the GGST is required for recruitment consideration in the General Ser

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