ASSOCIATE ADMINISTRATIVE OFFICER

Org. Setting and Reporting

OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This position is located in the Administrative Support Unit of OCHA Regional Office for Asia and the Pacific (OCHA ROAP), based in Bangkok, Thailand, of which its objective is to provide all related administrative services, both through remote support and physical deployment, to all OCHA offices across the Asia Pacific region. The incumbent reports to Senior Administrative Officer (Chief of Administration), OCHA ROAP.

Responsibilities

Under the direct supervision of the Senior Administrative Officer (Chief of Administration), and overall supervision of the Senior Humanitarian Officer (Head of Office, OCHA ROAP), the incumbent is required to perform the following functions: Human Resource Management • Undertakes actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaise with central administration / executive services as required. • Provides information and advises staff / consultants regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations, including coordinates with host country relation unit to facilitate appropriate protocol services and provides orientation / induction sessions to newly recruited staff. • Provides information on unit’s staffing needs for inclusion in department’s staffing table. Budget and Finance • Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes. This may also include supporting other units and various HATs – Humanitarian Advisory Team in budget formulation and consolidation of all units’ budget for further submission. • Monitors budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary. This also includes oversee of payment processing verification and certification, trouble-shooting on payment & disbursement issues and coordinate with relevant units at duty station and head quarter to ensure successful disbursement process. • Supports the implementation of procedures and systems for implementing the appropriate financial database, including assisting in preparation of responses to audit exercises. • Contributes to the development of budgetary guidelines for own unit. General Administration • Supervises support staff as required, including providing guidance, training to other general service staff across Asia Pacific region in the area of responsibilities. This includes overseeing UMOJA roles mapping among Asia Pacific region. • Performs other related administrative duties, as required, including but not limited to operational travel programme, i.e. reviewing and certifying travel request, low value acquisition certification, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems.

Competencies

Core Competencies: • Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Managerial Competencies • Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related field is required. A relevant first-level university degree in the above fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Relevant training on Travel Certification is required. Relevant training on Low Value Acquisition approval is required.

Work Experience

A minimum of two years of progressively responsible experience in supervisory level in administration, finance, accounting, travel and human resources management or related area is required. Relevant working experience with teams in complex emergency and / or natural disaster response (actual setting where a mission and/or project is being implemented) in the Asia Pacific region is required. Experience working in enterprise resources planning systems (i.e. SAP, UMOJA) in travel and administrative certification/approval function is required. Experience within the United Nations Common System organization or similar organization is desirable.

Languages

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

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

Candidates must be Thai nationals. Appointment against this post is on a local basis; candidates shall be Thai nationals and will be recruited in the country or within commuting distance of the OCHA ROAP office. If no suitable local candidate is identified, Thai nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to travelling and relocating to Bangkok in the event of an employment offer. Locally recruited General Service staff members applying for this post must meet the minimum requirements, including academic qualifications and years of relevant experience. Relevant experience in the General Service category at G-6 and G-7 levels may count towards experience requirements. The initial appointment is for a period of one year. Extension of appointment is subject to satisfactory performance and availability of funds. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.