Administrative Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,946 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This position is located in the Regional Office for South-East Asia of the Office of the High Commissioner for Human Rights (OHCHR) based in Bangkok. The incumbent will report to the Administrative Officer under the general supervision of the Regional Representative.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management •Assists on actions related to the administration of the human resource activities, e.g., recruitment of consultants, placement, performance appraisal, training etc., ensuring consistency in the application of regulations and procedures. •Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. •Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.

Budget and Finance •Provides support with respect to the review, analyses and preparation of the annual workplans/costplans, mid-term and annual reviews and its quarterly revisions. •Prepares supporting documents with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. •Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. •Monitors expenditures and compares with approved budget; prepares adjustments as necessary. •Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.Assists managers in the elaboration of resource requirements for budget submissions. •Undertakes research and provides support to higher level Officers with respect to budget reviews of relevant matters. •Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued. •Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures •Prepares or customizes monthly financial reports from UMOJA generated reports. •Coordinates with other finance and budget staff on related issues during preparation of budget reports. •Assists in preparation of request to Headquarters on redeployment of funds and to Finance section on movement of funds. •Monitors status of accounts versus payments, investigates discrepancies, and initiates action of correcting inconsistencies; identifies issues and recommends actions to resolve them.

General Administration •Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and budget matters. •Maintains and keeps up-to-date files. •Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. •Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; organizing and coordinating seminars, conferences and translations).

Contract Administration •Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. •Assists with administration of grants and contribution agreements. •Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. •Processes the payment of contractors' invoices and monitor payments.

Competencies •PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.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.

•PLANNING AND 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.

Education High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience A minimum seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience with any enterprise resources planning systems (i.e. UMOJA, INSPIRA) is desirable. Experience in working with Microsoft Excel is desirable. Experience in applying UN Financial Rules and Regulations is desirable. Experience working in the United Nations Common System is desirable. Experience in budgeting and financial reporting is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable .

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.