Org. Setting and Reporting
OCHA Regional Office for Asia and the Pacific (OCHA ROAP), based in Bangkok, Thailand. 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, UNOCHA Regional Office for Asia and the Pacific, of which its objectives are to provide all related administrative services, both through remotely support and physically deployment, to all OCHA offices in the Asia Pacific region. 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 Administrative Support, UNOCHA ROAP, the incumbent is required to perform the following functions:
- • Performs a wide range of office support and administrative functions, including travel arrangement (ticket, visa, etc), related protocol matter (stay permit / visa / custom clearance / etc) and assist in preparation of the C/IC recruitment package and other related human resources management, inventory management, physical inventory checking and inventory report preparation, preparation of payment documentation, etc. This may include performing related UMOA roles such as Requisitioning (Goods / Services / C/IC), Service Receipt, Goods Receipt, Travel Administrator, HR mini master and bank information enrichment.
- • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
- • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
- • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
- • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
- • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
- • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
- • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
- • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
- • Assists in the preparation of presentation materials using appropriate technology/software.
- • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
- • Performs data entry and extraction functions.
- • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
- • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
- • Maintains files (both paper and electronic) and databases for work unit.
- • Assists in providing software and office equipment support.
- • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
- • Performs other duties as assigned.
Competencies
• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent is required.
A first-level university degree in combination with one year of qualifying experience may be accepted in lieu of three years of required experience.
Work Experience
A minimum of three years (or one year if graduated with a bachelor’s degree) of progressively responsible experience in general office support or related area is required.
Experience working with Microsoft Office is required.
Experience in the United Nations Common System or international organizations is desirable.
Experience working with an enterprise resource planning (ERP) system, such as SAP or Peoplesoft, is desirable.
Experience in organizing international meetings, workshops, conferences both on-site and on-line using meeting tools such as Microsoft Teams, Zoom is desirable.
Experience of working with data and presentation of data, including page design in Microsoft SharePoint, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Thai is desirable. Knowledge of another official United Nations language is an advantage.
Assessment
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
Applicants for GS and related positions may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They must be authorized to work in the country regardless of where they live at the time of applying for the job opening.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
This is a temporary position and will be available for 6 months. If selected, an internal candidate will be on temporary assignment to the post; an external candidate will initially be offered a temporary appointment. Any extension of appointment is subject to satisfactory performance and continued availability of the post.
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.
How to apply
Apply here.