Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Bangkok
Country: Thailand
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is based in Bangkok, Thailand, and supports the Office of the Special Envoy of the Secretary-General on Myanmar (OSESG-M). The United Nations (UN) is an international organization founded in 1945, with a mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. The UN operates in numerous countries worldwide, employing thousands of staff members dedicated to various humanitarian and developmental goals.

Job Overview:
The Administrative Assistant will work under the direct supervision of the Senior Political Affairs Officer and overall supervision of the Head of Office. The role involves providing comprehensive administrative support to the UN Special Envoy and the team, including scheduling meetings, making logistical arrangements for missions, and handling various organizational tasks. The position requires a strong understanding of UN administrative procedures and the ability to manage human resources activities, including recruitment, performance appraisals, and staff entitlements. The Administrative Assistant will also assist in budget preparation, monitor expenditures, and prepare financial reports, ensuring compliance with UN rules and regulations. This role is crucial for maintaining the efficiency and effectiveness of the office's operations, requiring excellent organizational skills and the ability to work collaboratively with various stakeholders.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Supporting the scheduling of meetings and logistical arrangements for missions.
• Managing human resources activities such as recruitment, placement, and performance appraisals.
• Responding to inquiries from staff regarding administrative procedures and entitlements.
• Maintaining vacancy announcement files and tracking the status of announcements.
• Assisting in budget preparation and monitoring expenditures against approved budgets.
• Drafting routine correspondence and coordinating with service units.
• Guiding and supervising junior staff as needed.
• Assisting with contract administration and auditing contractor invoices.
• Performing other related administrative duties as required, including organizing seminars and conferences.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree may be accepted in lieu of two years of required experience. A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. Experience in the UN Common System or similar international organizations is desirable. Familiarity with recruitment platforms and Enterprise Resource Planning (ERP) systems is also advantageous. Candidates should demonstrate professionalism, teamwork, and strong planning and organizing skills.

Educational Background:
A high school diploma or equivalent is required for this position. A first-level university degree may substitute for two years of required experience, indicating that higher education can be beneficial but is not strictly necessary for all applicants.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, or human resources. If the candidate holds a first-level university degree, a minimum of five years of experience is acceptable. Experience within the UN system or similar international organizations is highly desirable, as is experience in supporting high-level officials or working in a front office environment.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations. Knowledge of another UN official language, such as French, is considered an advantage and may enhance a candidate's application.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in Thailand. Those selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The UN emphasizes the importance of diversity and inclusion in its hiring practices, and reasonable accommodations may be provided for applicants with disabilities. The recruitment process will adhere to the highest standards of efficiency, competence, and integrity, ensuring that all candidates are evaluated fairly based on their qualifications and the needs of the organization.