Administrative Assistant

MAJOR DUTIES AND RESPONSIBILITIES 

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 is involved in the completion of standard administrative support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent provides administrative and support services in processing transactions, control and maintenance of accounts and databases, and preparation of routine reports, correspondence and administrative documentation.

General Accountabilities 

• Assist in the preparation of documents/reports;
• Compile, verify and maintain records of transactions and Office activities;
• Classify and code material relating to a number of subject areas and maintains general office files;
• Search Office files and records relating to a variety of topics for information and reference from automated systems;
• Select information and record in correspondence, technical papers, project/ programme plans and general reference documents;
• Draft routine correspondence, cables, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
• Support knowledge building and knowledge sharing

Financial Accountabilities 

• Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures;
• Provide information, explanations and guidance on basic rules and procedures;
• Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications  are complete and properly filed;
• Act as bank focal point; carry on the reconciliation and follow up on bank documents;
• Ensure that monthly bank statements of accounts of the Office are received on time for the monthly closing of accounts;
• Make disbursement from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.

Budgetary Accountability 

• Register actions/data; do non-complex corrections in systems. 
• Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action in FABS, CORE MANAGER etc.
• Assist in preparation of budget, check completeness, accuracy and compliance of documentation;
• Assist in the production of a variety of financial reports and statistics related to regular and extra budgetary funds;
• Extract data and information from the automated financial and programmatic systems (FABS; CORE MANAGER etc.) and prepare standard reports.

HR Accountability 

• Extract data from automated systems or other sources and prepare documents for processing; maintain and update database and follow up on personnel files;
• Draft routine correspondence and memoranda based on previous examples and templates; 
• Assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with requirements of the organization and the host country.
• Collect applications for vacancies and conduct reference checks;
• Coordinate interview schedules, prepare agenda and documentation

Logistics 

• Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance;
• Check documents by verifying purchase orders and check the comparative quotations;
• Follow up on requests by tracking and collecting orders (goods and services), check that goods and services are received according to the terms of the Pro forma (time, quantity, quality);
• Maintain and monitor stock levels of various supply items. Maintain, update and transmit inventory records of non-expendable equipment to BFM;
• Liaise with companies and different host country’s administration;
• Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates. Make travel and hotel reservations. 
• Assist in providing mandatory information to complete the yearly DSA survey for Thailand at the request of the International Civil Service Commission (ICSC).

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 4 (four) years of relevant experience in administrative support roles.

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 

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

Source: https://careers.unesco.org/job/Bangkok-Administrative-Assistant-SC-4/805069402/