ADMINISTRATIVE ASSISTANT, G5

## ADMINISTRATIVE ASSISTANT, G5 - Organization:OHCHR - Office of the High Commissioner for Human Rights - Office:OHCHR Thailand Org. Setting and Reporting:This position is located in the Regional Office for Asia and the Pacific and reports to the Administrative Officer. Responsibilities:Within delegated authority, the Administrative Assistant will be responsible for the following duties: Contract AdministrationAssists 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 monitor 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.Provides procurement, logistical and administrative support to the Regional Office in the acquisition of goods and services, in particular meeting packages, hotel accommodation and office equipment.Monitors requisition status, maintains contact with suppliers to ensure timely delivery, and verifies receipt and inspection of deliverables.Prepares abstracts of offers and compiles data from quotations, proposals and bids to identify the best-value supplier under the guidance of Procurement Officers. General AdministrationPrepares, 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.Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.Assists with visualizations and updating information material such as web pages or brochures. Human Resources ManagementInitiates, 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; prints and reviews IMIS reports. Budget and FinanceMonitors status of expenditures and allotments through IMIS, records variations, updates budget tables.Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.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. - 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 monitor 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. - Provides procurement, logistical and administrative support to the Regional Office in the acquisition of goods and services, in particular meeting packages, hotel accommodation and office equipment. - Monitors requisition status, maintains contact with suppliers to ensure timely delivery, and verifies receipt and inspection of deliverables. - Prepares abstracts of offers and compiles data from quotations, proposals and bids to identify the best-value supplier under the guidance of Procurement Officers. 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. - Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. - Assists with visualizations and updating information material such as web pages or brochures. Human Resources Management - 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; prints and reviews IMIS reports. Budget and Finance - Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables. - Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. - 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. 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