Administrative assistant G5, ISDR

Job Opening number: 11-ADM-ocha isdr bangkok-18339-R-BANGKOK

United Nations Core Values: - Integrity - Professionalism - Respect for diversity

Org. Setting and Reporting

This position is located in the United Nations International Strategy for Disaster Reduction, secretariat for Asia and the Pacific, based in Bangkok, Thailand. The incumbent reports directly to the Senior Regional Coordinator, UNISDR, secretariat for Asia and the Pacific.

Responsibilities

Under the supervision of the Senior Regional Officer, and Regional Officer, United Nations Strategy for Disaster Reduction (UNISDR) Asia-Pacific Bangkok, the incumbent will be responsible for:

Human Resources management:

1. Facilitate actions related to the administration of the office’s human resource activities, e.g., process contracts, recruitment, relocation, promotion, performance appraisal, job classification reviews, separation, training, ensuring consistency in the application of regulations and procedures.
2. Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, in electronic information systems (including IMIS).
3. Review entitlements-related claims and reports, provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

Budget and Finance:

1. Review status of relevant expenditures and compare with approved budget.
2. Monitor status of expenditures and allotments through IMIS, record variations, update budget tables.
3. Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
4. Assist in the preparation of budget performance submissions and, to that end, ensure necessary liaison with HQ.
5. Prepare statistical tables and standard financial reports. 6. Process administrative requests/documents (e.g. requisitions, purchase orders, expenditure authorizations).

General administration:

1. Prepare, process and follow-up on administrative arrangements and forms related to official travel requests, visa applications, health insurance.
2. Draft routine administrative correspondence.
3. Maintain files of rules, regulations, administrative instructions and other related documentation.
4. Maintain up-to-date work office and personnel files (both paper and electronic).
5. Coordinate extensively with service offices and liaise frequently with internal team members both at Headquarters and in the field as well as with Thai government officers and other national entities.
6. Perform other related administrative duties, as required by the Senior Regional Officer, e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, maintenance of equipment, facilitate administrative arrangements for seminars/conferences (delivery of DSA to participants, arrange for travels and stay etc.), liaise with printing and translations services when needed, and maintain stationary stocks.

Competencies

Professionalism - Good knowledge of UN rules and regulations or similar experience in a large non-UN environment. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data and prioritize tasks. Ability to work productively under pressure and cope with deadlines. Ability to send urgent messages through and obtain quick reaction and commitment from higher authorities.
Planning and Organizing - Demonstrated effective organizational skills and ability to handle multiple tasks simultaneously. Ability to work independently with minimal supervision.
Teamwork - Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with budget/finance, human resource counterparts, and clients.
Technological Awareness - Fully proficient in IMIS or similar enterprise system processes as they relate to accounts and procurement of supplies and equipment. Proficient in the use of Word processing, spreadsheet and database applications.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

A minimum of five years' experience in the field of finance, accounting, human resources, administrative and office support functions in a large organization; preferably within the United Nations system.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in both oral and written English is required. Knowledge of another official United Nations language is an advantage.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Assessment Method

Technical test and competency based interview

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. If an external candidate is selected, the appointment will be subject to a passing grade on the relevant entry-level examinations at the duty station. The candidate is responsible for any expenses incurred in order to take examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.