Staff Assistant, G5

The Staff Assistant provides administrative and office management support to the Conference and General Services Section within the Division of Administration at ESCAP. The role involves managing office functions, coordinating service-wide activities, preparing documents, and providing protocol support to senior officials.

Responsibilities

• Performs the full range of office management and administrative support functions for the Section under minimal supervision.
• Maintains liaison with the Executive Office and senior officials regarding ongoing programmes and administrative matters.
• Ensures smooth and efficient information flow within the Section; prepares and processes confidential information; assists in developing office administrative systems and procedures.
• Provides assistance in coordinating service-wide activities, special projects, and events.
• Orients new staff to administrative procedures and provides general assistance to office support staff; may coordinate office support staff work for meetings and sessions.
• Attends meetings, prepares minutes, and monitors follow-up activities.
• Responds or drafts responses to correspondence and communications; produces complex documents and reports using word processing software.
• Manages, updates, and develops internal databases; updates website; generates statistical and other reports.
• Carries out quality control for outgoing documents; proofreads and edits texts for format, grammar, punctuation, and style.
• Responds to complex information requests and inquiries.
• Assists in preparing presentation materials using appropriate technology/software.
• Provides protocol support to UN senior officials and dignitaries from member States.
• Maintains calendars and schedules; communicates relevant information to staff inside and outside the work unit.
• Performs administrative duties including leave recording, meeting organization, reservations, office supply and equipment orders, and processing administrative requests/documents.
• Maintains electronic files and databases for the work unit and section.
• Assists with data collection and analysis, preparation of data presentations and reports for information sharing, knowledge management, planning, and decision making.
• Assists with visualizations and updating information materials such as web pages or brochures.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.
• A minimum of five years (or three years if graduated with a first-level university degree) of progressively responsible experience in administrative services, finance, human resources, general office support or related is required.
• Extensive experience using MS Office, including MS Word, MS Excel, MS PowerPoint etc. is required.
• Experience in providing protocol services to high-ranking officials is desirable.
• Experience using ERP systems (such as SAP, Oracle, etc.) is desirable.
• Experience in the United Nations Common System or in international organizations similar to those in the UN Common System is desirable.
• Fluency in English is required.
• Fluency in Thai is desirable.

Skills

• Administrative Services
• Finance Support
• Human Resources Support
• General Office Support
• MS Word
• MS Excel
• MS PowerPoint
• Protocol Services
• ERP Systems
• SAP
• Oracle
• Office Management
• Document Preparation
• Service-wide Coordination

Languages

English, Thai