Administrative Assistant, G6

The Administrative Assistant supports the UN Resident Coordinator's Office in DPR Korea based in Bangkok by performing a broad range of administrative functions including human resources management, budget and finance assistance, general administration, and contract administration. The role involves coordination with various units, data analysis, and support for meetings and events.

Responsibilities

• Initiates, reviews, processes, and follows up on actions related to the administration of the unit's human resource activities, ensuring consistency in the application of UN rules and procedures.
• Responds to inquiries and provide information and advice to staff regarding entitlements, administrative procedures, and Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and tracks status of vacancy announcements.
• Monitors staffing tables and prepares relevant statistical data/charts.
• Assists in the preparation and review of financial and human resource proposals/requirements and consolidates budget/work programme.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports.
• Prepares or customizes financial reports from IMIS system-generated reports.
• Coordinates with finance and budget staff on related issues during budget report preparation.
• Drafts routine correspondence related to administrative, financial audit, and personnel matters.
• Coordinates extensively with service units and liaises with internal team members at Headquarters and in the field.
• Performs other related administrative duties such as operational travel programme, monitoring accounts and payments, physical space planning, office technology needs, organizing seminars, conferences, and translations.
• May guide, train, and supervise more junior General Service staff.
• Assists with data collection, analysis, and preparation of data presentations and reports for information sharing and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Assists in preparing logistics of meetings and events.
• Assists RCO colleagues in preparing minutes and final editing of documents.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits contractors' invoices against goods and services provided and approved by the UN.
• Processes payment of contractors' invoices and monitors payments.
• Prepares and processes UN forms and permissions for contractual and work Unit staff including passes and permits.
• Performs other relevant duties as assigned.

Requirements

• Completion of High school diploma or equivalent is required.
• Bachelors or advanced university degree in business administration, office management, communication or related fields would be an advantage.
• Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable.
• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar is desirable.
• Work experience with the United Nations or similar international organization is desirable.
• Work experience of one (1) year or more in data analytics or related area, is desirable
• English is required at UN Level II for reading, writing, listening and speaking.
• Thai is desirable at UN Level I for reading, writing, listening and speaking.

Skills

• Administrative Services
• Financial Assistance
• Accounting
• Audit
• Human Resources Management
• Enterprise Resource Planning
• Umoja
• Data Analytics
• Budget Management
• Contract Administration
• Office Management
• Meeting Coordination
• Event Support

Languages

English, Thai