ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is based in Bangkok, Thailand and will support the Office of the Special Envoy of the Secretary-General on Myanmar (OSESG-M). The Administrative Assistant reports to the Political Affairs Officer. ResponsibilitiesUnder the direct supervision of the Political Affairs Officer, and overall supervision of the Head of Office, the Administrative Assistant will be responsible for the following duties: • Supports the UN Special Envoy and the team in the scheduling of meetings, making logistical and other arrangements for missions and other organizational tasks. Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the staff Rules and Regulations. Coordinates with ESCAP on entitlements related claims and reports. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja. • Monitors staffing table and prepare relevant statistical data/charts. Budget and Finance • 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. Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant, and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists managers in the elaboration of resource requirements for budget submissions. Provides expert assistance in the preparation and development of the unit’s work programme and budget. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Prepares or customizes financial reports from IMIS system generated reports. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General Administration • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • 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; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). • May be responsible for guiding, training, and supervising the work of more junior General Service staff. Contract Administration • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • 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. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Planning & 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. EducationHigh school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years (or five years if graduated with a first-level university degree) of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience in the United Nations Common System's or international organizations similar to UN Common System's financial or human resources policies and processes is desirable. Experience using recruitment platforms such as PeopleSoft/lnspira or similar is desirable. Experience in using Enterprise Resource Planning (ERP) systems such as Umoja/SAP or similar system is desirable. Experience in a front office or supporting a high-level official is desirable. Experience working in a political or peacebuilding mission is desirable. Experience with data analytics is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).