Administrative & Finance Assistant - ReliefWeb/UNOCHA


Location : Bangkok, THAILAND
Application Deadline :16-Nov-14 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jan-2015
Duration of Initial Contract :1 year with possibility of extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

The ReliefWeb Administrative & Finance Assistant will work under the direct supervision of the ReliefWeb Editor in the Asia-Pacific time zone and under the overall guidance on the ReliefWeb Chief Editor in New York.


Duties and Responsibilities

Human resources management during Bangkok operation hours:

  • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures;
  • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems;
  • Reviews entitlements-related claims and reports;
  • 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.

Budgets 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;
  • 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.


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.

Planning and 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.

Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.


Required Skills and Experience

Education: High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or pass an equivalent locally-administered test.

Work Experience: Five years of experience in administrative services, finance, accounting, audit, human resources or related area.

Languages: English and French are the working languages of the United Nations Secretariat.  For this post, fluency in oral and written English is required; knowledge of a second official UN language is desirable.

OTHER DESIRABLE SKILLS:

  • Ability to work under pressure and apply practical problem-solving skills as needed;
  • Knowledge of humanitarian issues is desirable.

Remarks:

This position is open for Thai Nationals only.



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