Administrative Assistant

The Department of Safety and Security is responsible for providing leadership, operational support and oversight of the security management system, ensure the maximum security for staff and eligible dependents as well as enable the safest and most efficient conduct of the programmes and activities of the United Nations System.

This position is located in the Administrative Support Unit of the Security and Safety Section, Bangkok, in the Department of Safety and Security. The incumbent reports to the Senior Security Inspector.

**Responsibilities**:
Under the direct supervision of the Senior Security Inspector, and overall supervision of the Chief/Deputy Chief of Security and Safety Section, the incumbent is required to perform the following functions:
Human Resources Management
- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through UMOJA.
- Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance
- Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Prepares or customizes financial reports from UMOJA system.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- 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 seminars, conferences and translations).
- Assists in guiding, training, and supervising the work of more junior General Service staff.

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

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Education
High school diploma or equivalent is required.

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

Experience in the area of security management/security operations is desirable.

Experience working in security management/ security operations work unit in the United Nations Common System or international organizations is desirable.

Experience in using Enterprise Resource Planning (ERP) system such as SAP, PeopleSoft is desirable.

Experience in monitoring shift system or time management system in the security operations in the United Nations Common System or international organizations is desirable.

Experience in staff regulations and rules in the United Nations Common System or international organizations is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is