Administrative Assistant

The UN Secretary-General launched on 1 January 2019 a bold and new global reform that repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at the country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located at the UN Resident Coordinator’s Office (RCO) for DPR Korea, with the official duty station based in Bangkok. The Administrative Assistant reports to the Resident Coordinator through the Head of the RCO.

Responsibilities

Within delegated authority, the incumbent will perform the following functions/duties:

HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews, processes, and follows up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.
• Responds to inquiries and provide 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 the status of vacancy announcements. Reviews and processes personnel actions through IMIS.
• Monitors staffing tables and prepares 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 managers in the elaboration of resource requirements for budget submissions.
• Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from IMIS system-generated reports.
• Coordinates with other finance and budget staff on related issues during the preparation of budget reports.

GENERAL ADMINISTRATION:

• Drafts routine correspondence to respond to inquiries with respect to relevant administrative, financial audit, and 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).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Assist in preparing the logistics of meetings and events.
• Assist the RCO colleagues, when required, in preparing minutes and final editing of documents.

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 monitors 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.
• Assists with visualizations and updating information material such as web pages or brochures.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other duties as assigned.

Education

Completion of a High school diploma or equivalent is required. Recent supplemental certified training in Human resources, administration, finance, accounting, budgeting, or related areas is required. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Work experience with an Enterprise Resources Planning system is desirable. Work experience with the United Nations or similar international organization is desirable. A minimum of one (1) year of work experience in data analytics is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Thai is required. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of’ confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/232474?language=en