Associate Administrative Officer

4 days ago

กรงเทพมหานคร, Thailand United Nations ESCAP Full time

-Job Code Title:

ASSOCIATE ADMINISTRATIVE OFFICER
Department/ Office:

Office for the Coordination of Humanitarian Affairs
Duty Station:

BANGKOK
Posting Period:

2 May 2024-31 May 2024
Job Opening number:

24-ADM-OCHA-230777-R-BANGKOK (N)
Staffing Exercise ID:

N/A
- United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrg. Setting and Reporting
- OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This position is located in the Administrative Support Unit of OCHA Regional Office for Asia and the Pacific (OCHA ROAP), based in Bangkok, Thailand, of which its objective is to provide all related administrative services, both through remote support and physical deployment, to all OCHA offices across the Asia Pacific region. The incumbent reports to Senior Administrative Officer (Chief of Administration), OCHA ROAP.
Responsibilities
- Under the direct supervision of the Senior Administrative Officer (Chief of Administration), and overall supervision of the Senior Humanitarian Officer (Head of Office, OCHA ROAP), the incumbent is required to perform the following functions:

Human Resource Management
Provides information and advises staff / consultants regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations, including coordinates with host country relation unit to facilitate appropriate protocol services and provides orientation / induction sessions to newly recruited staff.
- Provides information on unit’s staffing needs for inclusion in department’s staffing table.

Budget and Finance
Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes. This may also include supporting other units and various HATs - Humanitarian Advisory Team in budget formulation and consolidation of all units’ budget for further submission.
- Monitors budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary. This also includes oversee of payment processing verification and certification, trouble-shooting on payment & disbursement issues and coordinate with relevant units at duty station and head quarter to ensure successful disbursement process.
- Supports the implementation of procedures and systems for implementing the appropriate financial database, including assisting in preparation of responses to audit exercises.
- Contributes to the development of budgetary guidelines for own unit.

General Administration
Supervises support staff as required, including providing guidance, training to other general service staff across Asia Pacific region in the area of responsibilities. This includes overseeing UMOJA roles mapping among Asia Pacific region.
- Performs other related administrative duties, as required, including but not limited to operational travel programme, i.e. reviewing and certifying travel request, low value acquisition certification, 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.
- Competencies
- Core 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.
- 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.

Managerial Competencies
Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; moni

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