Org. Setting and Reporting
This position is located in the Service Management Team, Financial Resources Management Section, Division of Administration. The incumbent reports to the Administrative Officer, Bangkok Service Management Team.
The Service Management Team supports ESCAP administrative clients on a wide range of services. The incumbent will be responsible for client requests mostly in the areas of Travel, Consultant Recruitment and Procurement.
Responsibilities
Under the direct supervision of the Administrative Assistant, and overall supervision of the Administrative Officer, the incumbent is required to perform the following functions:
Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the clients’ human resource activities, e.g., recruitment of consultants, placement, performance appraisal, training etc., ensuring consistency in the application of regulations and procedures.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.
Budget and Finance
• Monitors status of expenditures and allotments, records variations, updates budget tables.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.
General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• 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 administrative arrangements for seminars, conferences and translations.
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 monitors 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.
Requirements
Education
A high school diploma or equivalent is required.
Work Experience
A minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related areas is required.
Experience in the United Nations Common System or international organizations is desirable.
Experience working with Microsoft’s Excel and PowerPoint is desirable.
Experience with UN’s or related international organization’s financial or human resources policies and processes is desirable.
Experience working with an Enterprise Resource Planning (ERP) system, e.g. SAP 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 UN official language is an advantage.
This vacancy is archived.