Administrative Assistant SC-5

Contract

This is a G-2 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be more than 881 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.

**OVERVIEW** ------------ Parent Sector : Field Office Duty Station: Bangkok Classification of duty station: \[\[filter12\]\] Standard Duration of Assignement : \[\[filter13\]\] Job Family: Administration Type of contract : Non Staff Level : Level 2 Duration of contract : From 7 to 11 months (Initial three (3) months probationary period; renewal subject to satisfactory performance and availability of funds.) Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 20-Mar-2024 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- BACKGROUND [The United Nations Educational, Scientific and Cultural Organization (UNESCO)](https://www.unesco.org/en/brief), established in 1945, aims to build peace through international cooperation in education, science, culture, and communication. Born from the devastation of World War II, it promotes mutual understanding, intellectual solidarity, and global citizenship to prevent future conflicts. [UNESCO](https://www.unesco.org/en/brief) supports quality education for all, cultural heritage preservation, scientific research for development, and freedom of expression. Amidst contemporary challenges like intolerance and misinformation, UNESCO's mission remains crucial for fostering peace, understanding, and the dignity of all cultures, thereby contributing to a more harmonious global community. [The UNESCO Regional Office in Bangkok (UNESCO Bangkok)](https://www.unesco.org/en/fieldoffice/bangkok), established in 1961 and evolving in roles over the years, now oversees UNESCO's programs in education, natural sciences, ocean sciences, social and human sciences, culture, and communication and information across six countries: Cambodia, Lao PDR, Myanmar, Singapore, Thailand, and Viet Nam. It coordinates national activities through offices in Phnom Penh, Ha Noi, and Yangon (antenna office). As a key player in regional educational coordination and capacity development, it leads the SDG4-Education 2030 Agenda covering 46 Member States and three Associate Members, hosting the Regional Office for the UNESCO Institute for Statistics and the Intergovernmental Oceanographic Commission’s Sub-Commission for the Western Pacific. Long Description ---------------- MAJOR DUTIES AND RESPONSIBILITIES Under the overall authority of the Director of the United Nations Educational, Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok, and direct supervision of the Senior Finance and Administrative Officer or Senior Finance and Administrative Assistant, as applicable, Administration and Finance Unit, the Administrative Assistant provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures. 1\. General Accountabilities - Act as certifying officer up to the authorized level delegated by the CFO; - Draft and prepare routine correspondence, memoranda and non-substantive reports; - Maintain confidential and general files and establish reference systems; - Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use; - Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures; - May assist in overseeing activities related to office maintenance, security, transport and similar services; - Provide guidance and interpretation on non-complex administrative rules, regulations and procedures. - Support knowledge building and knowledge sharing 2\. Financial Accountabilities - Assist and inform the supervisor on financial status, by using management information systems and reporting; - Code, record and reconcile accounting transactions; - Verify and process payments; - Maintain specific accounts, calculate and compile financial data, prepare routine reports; - Generate expenditure reports from the automated systems; - Provide assistance and guidance to staff on basic financial procedures, requirements related to payments, and on banking and currency provisions. - Act as bank focal point in charge of reconciliation and follow up on bank documents. Long Description ---------------- 3.Budgetary Accountability - Monitor and control commitments and expenditures; - Prepare detailed cost estimates and other data for use in budget analysis and proposals; - Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities); - Generate expenditure reports from automated information system databases; compile budget data; - Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures; cross check consistency of figures; - Review overall accuracy and consistency of draft reports; cross-check consistency of figures. - Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions. 4\. HR Accountability - Assist in HR administrative matters; - Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database; - Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action; - Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures; - Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs). - Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation. Long Description ---------------- 5\. Logistics - Shipment: make arrangements, assist and advise on shipping; liaise with customs; - Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers; - Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances. - Assist in providing mandatory information to complete the yearly DSA survey at the request of the International Civil Service Commission (ICSC) - Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security. 6\. Perform additional activities that may be required to ensure the success of the work team. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- Education • Completed secondary, technical and/or vocational school diploma. • Additional certification in business administration, finance, or related field is an advantage. Work Experience • Minimum 5 (five) years of relevant experience in administrative support roles. • Experience in handling financial records and transactions is desirable. Skills and competencies • Basic knowledge of accounting principles and financial management. • Excellent attention to detail and accuracy in handling administrative tasks. • Excellent IT skills with proficiency in using office software applications (Outlook, MS Word, Excel, PowerPoint, etc.). • Strong organizational, planning and time management skills. • Effective communication and coordination skills. • Ability to work independently and as part of a team. • Ability to work under pressure and flexibility to adjust work schedules and priorities. • Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds. Languages • Fluency in English (both oral and written) is required. • Excellent knowledge (spoken and written) of Thai. **DESIRABLE QUALIFICATIONS** ---------------------------- Education • Bachelor’s degree in Finance, Accounting, Business Administration, Public Administration, Human Resources or a related field. • Courses or certification in office management, financial management, or related fields. Work Experience • Minimum 2 (two) years of relevant experience in administrative support roles, familiarity with financial and project management. • Experience working with international organizations or multicultural environment is highly desirable. • Proficiency with the use of various office technology tools and financial software. • Experience in financial management, budgeting, accounting, or procurement process will be an advantage. • Knowledge of United Nations (UN) administrative or financial regulations and procedures. Skills and competencies • Proficiency in ERP (Enterprise Resource Planning), such as SAP (Systems Applications and Products in Data Processing) or others. • Strong analytical and problem-solving skills. • Ability to adapt to new technologies and software tools. • Experience in event planning and coordination. Languages • Knowledge of other official UN languages (i.e. Arabic, Chinese, French, Russian, Spanish) is an advantage. **APPLICATION PROCESS** ----------------------- Interested applicants should click on “Apply Now”, and download and complete the Employment History form (Word document). Prior to uploading the document, at the end of the Word document, please insert extra pages with the following required information: a cover letter; and a full resume (stating details of educational qualifications and work experience, present income, home and office contact addresses, email address, telephone numbers and three references). Please note that all candidates must complete an online application and provide complete and accurate information. No modifications can be made to the application submitted. **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- *UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.* *UNESCO does not charge a fee at any stage of the recruitment process.*