Administrative Assistant

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Description

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Org. Setting and Reporting

• The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region. This position is located in the Office of the Chief, Conference and General Services Section (CGSS), in the Division of Administration. The incumbent reports to the Senior Administrative Assistant.

Responsibilities

Under the direct supervision of the Senior Administrative Assistant, and overall supervision of the Chief of Conference and General Services Section, the incumbent is required to perform the following functions:

• Performs general administrative tasks, such as arrangements for meetings and other events, reservations, budget follow-up, etc., including by preparing and/or processing administrative requests or documents, e.g. requisitions, purchase orders, contracts, expenditure authorizations, etc.
• Performs, under minimal supervision, a wide range of office management and administrative support functions.
• Responds or drafts responses to routine correspondence and other communications; produces a broad variety of documents.
• Provides administrative support to the Office of the Section Chief in the discharge of his/her duties.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Maintains files and databases in the SharePoint for the Section.
• Records and processes in Umoja a full range of administrative support tasks, such as Sales Orders, Service Orders, Shopping Carts, etc.
• Performs data entry and extraction functions in Umoja.
•  Researches, compiles and summarizes data for use in preparation of reports, briefings, presentations, etc., on the implementation of Umoja in the area of conference and general services.
• Prepares and reviews Umoja reports for the consideration of the Section Chief.
• Ensures smooth and efficient information flow; assists in the development of office administrative systems and procedures related to Umoja.
• Manages, updates and further develops internal databases related to Umoja in the area of conference and general services – services delivery module; generates or prepares a variety of standard and non-standard statistical reports and tables from various databases.
• 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.
• Performs other relevant duties as required.

Education

• High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.

Work Experience

• A minimum of five years (or three years if graduated with a first-level university degree) of progressively responsible experience in administrative services, finance, accounting, audit, or general office support is required. Experience in client service management for payment processing is desirable. Experience with Enterprise Resources Planning (ERP) is desirable. Experience in the United Nations Common System or international organizations similar to UN Common System is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in Thai is desirable. Knowledge of another UN official language is an advantage.

Source: https://careers.un.org/jobSearchDescription/241596?language=en

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