Administrative Assistant (Internal Control)

The Administrative Assistant (Internal Control) performs a variety of routine administrative transactions and office support functions to ensure the smooth and efficient operation of the work unit in the Regional Office for Asia and the Pacific (RAP) in Bangkok, Thailand.

Responsibilities

• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO's corporate system and databases; verify accuracy of data documents; make necessary calculations.
• Assemble and review supporting documentation for processing affiliate workforce, travel or financial actions in FAO's corporate systems, while ensuring compliance with FAO's rules and regulations.
• Maintain imprest accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of an administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Support the administration of personnel and equipment as well as protocol-related issues.
• Assist in duties related to recruitment, payroll, staff development and other HR administrative duties.
• Perform other related duties as required.

Requirements

• Secondary school education.
• Three years of experience in administrative and office support work.
• Working knowledge (proficiency - level C) of English.
• Good knowledge of the MS Office applications, Internet and office technology equipment.
• Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
• Candidates must be nationals of the country of the duty station or possess an existing valid visa to work or a valid work permit, and reside within commuting distance of the duty station at the time of the application.
• Good knowledge of the communication and documentation standards.
• Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
• Good knowledge of the organizational structure.
• Knowledge of UN or FAO standard operational rules and procedures, and knowledge of administrative management procedures of projects and programmes is considered an asset.
• Knowledge of FAO's corporate systems and databases, or knowledge of other financial modules or applications relevant to finance operation is considered an asset.
• Good communication skills (both oral and written) in English and willing to work with diverse team and background.
• Ability to independently carry out assigned tasks and successfully bring them to completion.
• Initiative and ability to work under pressure during tight deadlines in a team environment.
• Computer literacy and ability to use PowerApps for workflow development, excel/power query/Power BI for data analytics and visualization, word processing and other office technology equipment.

Skills

• Administrative Support
• Office Technology Systems
• Microsoft Office Suite
• Accounting Software
• Data Entry
• Report Generation
• Communication standards
• Documentation standards
• Corporate Financial Systems
• Travel Systems
• Human Resources Systems
• Administrative Procedures
• Project Administration
• UN Operational Rules
• FAO Operational Guidelines
• Power Apps
• Excel
• Power Query
• Power BI
• Data Analytics
• Workflow Development

Languages

English