Administrative Assistant

Job Advertisement

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

Job Details

Job Posting Organization:
The United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is a regional development arm of the United Nations Secretariat, established to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP supports its member states through policy-oriented research, normative support, technical assistance, and capacity building to address development priorities and adapt to the changing needs of the region. The organization operates in multiple countries across Asia and the Pacific, focusing on enhancing regional cooperation and integration.

Job Overview:
The Administrative Assistant position is located in the Office of the Chief, Conference and General Services Section (CGSS), within the Division of Administration at ESCAP. The incumbent will report directly to the Senior Administrative Assistant and will be responsible for a variety of administrative tasks that support the efficient operation of the office. This role requires a proactive approach to managing office functions, including meeting arrangements, budget follow-ups, and document processing. The Administrative Assistant will also be involved in maintaining databases, preparing reports, and ensuring smooth communication within the office. The position demands a high level of professionalism, organizational skills, and the ability to handle multiple tasks simultaneously while adhering to deadlines.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include performing general administrative tasks such as arranging meetings and events, making reservations, and following up on budgetary matters. The incumbent will prepare and process various administrative documents, including requisitions, purchase orders, and contracts. Under minimal supervision, the Administrative Assistant will manage office functions, respond to routine correspondence, and produce a variety of documents. The role also involves maintaining files and databases, processing mail, and ensuring efficient information flow within the office. The incumbent will utilize Umoja for administrative support tasks, including data entry and report preparation, and assist in the development of office administrative systems related to Umoja. Additionally, the Administrative Assistant will compile and summarize data for reports and presentations, assist with visualizations, and perform other relevant duties as required.

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. The position requires a minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, or general office support. Experience in client service management for payment processing is essential, and familiarity with data analytics or related areas is desirable. Experience with Enterprise Resource Planning software and within the United Nations Common System or similar international organizations is also advantageous.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. A first-level university degree may substitute for two years of required experience, indicating that higher education can be beneficial for candidates seeking this role.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, or general office support. If the candidate holds a first-level university degree, a minimum of three years of experience is acceptable. Experience in client service management for payment processing is mandatory, while one year or more of experience in data analytics or related fields is considered desirable. Familiarity with Enterprise Resource Planning software and experience within the United Nations or similar international organizations is also beneficial.

Languages:
Fluency in English is required for this position, as English and French are the working languages of the United Nations Secretariat. Knowledge of another UN official language is considered an advantage, enhancing the candidate's profile for the role.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Thailand. Eligible applicants selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The position is temporary and will be available until December 31, 2025, with the possibility of extension based on satisfactory performance and the continued availability of the post. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees.