Administrative Assistant

tendersglobal.net

Job Description

Under the overall authority of the Director of the United Nations Educational, Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok, and direct supervision of the Senior Finance and Administrative Officer or Senior Finance and Administrative Assistant, as applicable, Administration and Finance Unit, the Administrative Assistant provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures.
General Accountabilities :

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

Financial Accountabilities:

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.

Budgetary Accountability:

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.

HR Accountability :

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.

Logistics:

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.

Required Qualifications:
Education:

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

Work Experience :

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

Skills and competencies:

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.

Languages :