Administrative Assistant

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Description

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• Act as certifying officer up to the authorized level delegated by the CFO;
• Draft and prepare routine correspondence, memoranda and non-substantive reports; 
• Maintain confidential and general files and establish reference systems;
• Assist in the preparation of budgetary and financial reports, statistics or projections for managers’ use;
• Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
• May assist in overseeing activities related to office maintenance, security, transport and similar services;
• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
• Support knowledge building and knowledge sharing

• Assist and inform the supervisor on financial status, by using management information systems and reporting; 
• Code, record and reconcile accounting transactions;
• Verify and process payments;
• Maintain specific accounts, calculate and compile financial data, prepare routine reports; 
• Generate expenditure reports from the automated systems;
• Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions.
• Act as bank focal point in charge of reconciliation and follow up on bank documents.

• Monitor and control commitments and expenditures;
• Prepare detailed cost estimates and other data for use in budget analysis and proposals;
• Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities);
• Generate expenditure reports from automated information system databases; compile budget data;
• Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary     analysis of variances between budgets and actual expenditures; cross check consistency of figures;
• Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
• Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.

• Assist in HR administrative matters;  
• Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database;
• Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action;
• Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures;
• Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs). 
• Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.

• Shipment: make arrangements, assist and advise on shipping; liaise with customs;
• Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers;  
• Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.  
• Assist in providing mandatory information to complete the yearly DSA survey at the request of the International Civil Service Commission (ICSC)
• Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.
• Perform additional activities that may be required to ensure the success of the work team.

• Completed secondary, technical and/or vocational school diploma. 
• Additional certification in business administration, finance, or related field is an advantage.

• Minimum 5 (five) years of relevant experience in administrative support roles. 
• Experience in handling financial records and transactions is desirable.

• Basic knowledge of accounting principles and financial management.
• Excellent attention to detail and accuracy in handling administrative tasks.
• Excellent IT skills with proficiency in using office software applications (Outlook, MS Word, Excel, PowerPoint, etc.).
• Strong organizational, planning and time management skills.
• Effective communication and coordination skills.
• Ability to work independently and as part of a team.
• Ability to work under pressure and flexibility to adjust work schedules and priorities.
• Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.

• Fluency in English (both oral and written) is required.
• Excellent knowledge (spoken and written) of Thai.

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