Administrative Assistant

3 weeks ago

กรงเทพมหานคร, Thailand United Nations ESCAP Full time

-Job Code Title:

ADMINISTRATIVE ASSISTANT
Department/ Office:

Economic and Social Commission for Asia and the Pacific
Duty Station:

BANGKOK
Posting Period:

24 January 2024-22 February 2024
Job Opening number:

24-ADM-ESCAP-226446-R-BANGKOK (O)
Staffing Exercise ID:

N/A
- United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrg. 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 Host Country Registration Sub-unit (HCRS), Host Country Relations Unit (HCRU), Conference and General Services Section, Division of Administration. The incumbent reports to the Administrative Assistant (Supervisor of Host Country Registration Sub-unit).
Responsibilities
- Under the direct supervision of the Administrative Assistant (Supervisor of Host Country Registration Sub-unit), and overall supervision of the Chief, Host Country Relations Unit, the incumbent is required to perform the following functions:

Human Resources Management
Provides advice and guidance to staff with respect to Thai Immigration procedures, processes and practices, liaising with relevant host country offices central administrative services as necessary.

Budget and Finance
Monitors status of expenditures and allotments through updates budget tables, Purchase Order, etc.
- Reviews status of relevant expenditures and compares with approved budget.
- Assists in the preparation of estimated expenditures for budgeting purposes.
- Prepares statistical tables and standard NTE (Not to Exceed) reports.

General Administration
Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation relating to Thai Immigration policy and procedures.
- Maintains up-to-date work unit files (both paper and electronic).
- Coordinates extensively with clients and liaises frequently with ESCAP and client agenciesas well as relevant host country authorities.
- Performs other related administrative duties, as required, e.g., monitoring accounts and payment to contractors for services; 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.
- Coordinate with contractors for delivery of official correspondences on a day-to-day basis.
- 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.
- Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
- Education
- High school diploma or equivalent is required.

A first-level university degree may be accepted in lieu of two years of required experience.
Work Experience
- A minimum of five years (or three years if graduated with a first-level university degree) of progressively responsible experience in general office support is required.

Experience in Thai Immigration procedures, documentation, correspondence protocol or other diplomatic privileges-related service is required.

Extensive experience in using MS Office, including MS Word, MS Excel, MS PowerPoint etc. is required.

Experience in supervising staff is desirable.

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