Job Opening

Posting Title: Senior Staff Assistant, G6
Job Code Title: STAFF ASSISTANT
Department/Office: Office for the Coordination of Humanitarian Affairs
Duty Station: BANGKOK
Posting Period: 26 January 2021 - 24 February 2021
Job Opening Number: 21-Administration-OCHA-147851-R-Bangkok (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA), Regional Office for Asia and the Pacific, based in Bangkok, Thailand. Under the guidance and supervision of the Head of Office (HoO), the Senior Staff Assistant is responsible for ensuring the effective delivery of administrative/secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to senior officers or managers such as a Head of Office consistent with UN rules and regulations.

Responsibilities

Under the guidance of the Supervisors, the incumbent will be responsible for the following duties:

Day-to-Day support to the HoO’s office
•Maintains the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
•Maintains required protocol procedures.
•Prepares high quality briefing materials for Head of Office appointments, meetings, missions.
•Prepares informal translation support.
•Manages the Head of Office missions and representation schedule.
•Maintains rosters of high-level partners, telephone lists.
•Prepares correspondence, directives, comments on behalf of the Head of Office for his/her signature and making follow-up when required.
•Uses automated office management systems for effective functioning of the HoO’s office.
•Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds or drafts responses to a diverse range of correspondence and other communications.
•Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.

Management of records and data
•Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
•Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
•Coordinates the information flow in the office, follow up on circulation files.
•Facilitates information sharing between UNCT and the UN Coordination Unit.
•Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.
•Screens all incoming calls and correspondence for Head of Office.
•Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Procurement Role
•Provides administrative support for procurement activities for ROAP and HATs (Indonesia and Japan).
•Contacts suppliers to request quotations for goods and services. Also obtain additional information/documentation as required.
•Prepares procurement-related documents for review and approval, e.g. price comparison table for low value procurement, Requisition Form, Term of Reference and other technical documents for high value procurement.
•Performs Requisitioning role in Umoja to create Low Value Acquisition (LVA) Purchase Orders for goods and services and Shopping Carts for High Value Acquisition (HVA) including hiring individual contractors. Tasks also include developing TORs for procurement of goods and services.
•Coordinates with suppliers to ensure that procurement activities are delivered on schedule and in accordance with approved specification.
•Performs receipt of goods and services and processes the invoice for payment in Umoja.

Time Administrator Role
•Updates staff movement calendar.
•Updates staff leave records as well as provides support to staff for issues related to time management in the system.

Travel Administrator Role
•Creates Travel Requests in Umoja for Head of Office, Senior Managers and other staff as required.
•Coordinates with travel agent in provision of tickets, visas, and other logistic/protocol requirements to support staff’s mission travels.

Competencies

• Professionalism: Ability to perform a broad range of Information/Technology functions. Ability to apply knowledge of various United Nations IT 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 & 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: Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with counterparts and client departments.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven years of progressively responsible experience in the field of administrative services or other related fields within the UN Common System is required.
Experience using enterprise resources planning (ERP) systems in Travel module and Procurement module is desirable.
Experience working in administrative field under emergency response circumstances 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 Thai is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the OCHA Bangkok office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.

Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Sorry, this job opening is no longer available.
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