Administrative Assistant

Job Posting Organization:
The position is located in the Regional Office for Asia and the Pacific of the United Nations. The UN aims to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and it operates in various regions around the world, including Asia and the Pacific. The organization is committed to upholding human rights, fostering sustainable development, and addressing global challenges through collaborative efforts. The UN has a diverse workforce and operates in numerous countries, working towards its mission of improving the lives of people globally.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the administrative functions of the Regional Office for Asia and the Pacific. This position involves a variety of tasks related to contract administration, general administration, human resources management, and budget and finance. The Administrative Assistant will be responsible for ensuring that contracts with external service providers are managed effectively, including auditing invoices and processing payments. Additionally, the role requires the preparation and processing of administrative arrangements for staff travel, maintaining documentation, and coordinating with various service units. The Administrative Assistant will also assist in human resource activities, ensuring compliance with regulations and providing guidance to staff. The position demands a high level of professionalism, communication skills, and client orientation, as the Administrative Assistant will interact with various stakeholders within the UN and external partners.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Assisting with the administration of contracts between the UN and external contractors, including auditing invoices and processing payments.
• Preparing and processing UN forms and permissions for staff, such as grounds passes and parking permits.
• Providing procurement and logistical support for the acquisition of goods and services.
• Monitoring requisition status and maintaining contact with suppliers to ensure timely delivery.
• Preparing abstracts of offers and compiling data from quotations to identify the best-value supplier.
• Drafting routine correspondence and maintaining files of administrative documentation.
• Coordinating with service units and liaising with internal team members.
• Assisting with the collection and analysis of data for reports and presentations.
• Initiating and processing human resource activities, including recruitment and performance appraisal. 1
• Monitoring budget expenditures and assisting in budget preparation and performance submissions.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, five years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Experience with end-to-end procurement processes in the United Nations or a related organization is essential. Familiarity with technical administrative functions of Umoja or similar ERP systems is desirable, as is experience in data analytics or related fields.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, highlighting the importance of educational qualifications in this role.

Experience:
The position requires five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to three years for candidates who hold a first-level university degree or higher. Experience in procurement processes within the UN or similar organizations is mandatory, and familiarity with data analytics is considered an asset.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, and while it is not mandatory for this position, proficiency in French may be considered an advantage.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Thailand. The appointment may be extended based on the availability of funds and the extension of the mandate. Candidates selected from outside the duty station will be responsible for their relocation expenses. The United Nations emphasizes the importance of diversity and encourages female candidates to apply. The organization is committed to creating an inclusive environment and adheres to strict standards of integrity and professionalism in its recruitment process.