Responsibilities

Under the direct supervision of the Senior Administrative Assistant, and overall supervision of the Administrative Officer and the Director, Division of Administration, the incumbent is required to perform the following functions:

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. • 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. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists managers in the elaboration of resource requirements for budget submissions. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures • 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, oversight, financial audit, personnel matters. • Coordinates extensively with service units and liaises frequently with internal team members both at ESCAP including substantive divisions and offices away from Bangkok on oversight and administrative matters. • Performs other related administrative duties, as required (e.g., operational travel programme; supporting the operation and maintenance of records for various committees; 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; organizes and executes special events, coordinating with diverse partners to highlight and publicize key events; handles administrative coordination in support of special training and other programmes. • May be responsible for guiding, training, and supervising the work of more junior General Service staff.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. Oversight Coordination • Assists with audits, inspections and other oversight reviews between the UN internal and external auditors and counterparts. Coordinates extensively with counterparts throughout the Division, UNHQ and oversight focal points, organizes and maintains supporting documents and cross-reference with oversight reports. • Processes all requests for documentation and proactively monitors the implementation of recommendations. Undertakes research/ obtains background information related to the subject being audited. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Prepares and processes all UN supporting documents for on-site oversight reviews 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. 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. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required. A recognized first-level university degree may be accepted in lieu of two years of required experience.

Work Experience

A minimum of seven years (or five years if graduated with a first-level university degree) of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. 1 year or more of experience in data analytics or related area is desirable. Working experience with Enterprise Resource Planning (ERP) Systems such as SAP and other related software systems is desirable. Experience in project management is desirable. Proven experience in drafting official communication and preparing presentation materials is desirable. Experience in the United Nations Common System or international organizations is desirable. Working experience in audit coordination processes and/ or risk management procedures is desirable. Experience in handling confidential and sensitive information is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.