Administrative Assistant

The mandate of the United Nations Economic Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy-oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Common Administrative Service Unit (CASU) of Economic and Social Commission for Asia and the Pacific (ESCAP) Subregional Office for South and South-West Asia (SOSSWA).

The CASU also offer administrative support services to Asian and Pacific Centre for Transfer of Technology (APCTT) a regional institute of ESCAP. Both offices are co-located in the same building.

The incumbent reports to the Assistant Administrative Officer.

**Responsibilities**:
Under the direct supervision of the Assistant Administrative Officer, and overall supervision of the Head, ESCAP Subregional Office for South and South-West Asia and the Head, Asian and Pacific Centre for Transfer of Technology, the incumbent is required to perform the following functions:
Human Resources Management
- 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 Umoja reports.

Budget and Finance
- Monitors status of expenditures and allotments through Umoja, 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.

General Administration
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and meeting participants; processes staff member visa for their official travel.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation; maintains office inventory records and conduct physical verification of inventory as per IPSAS requirements.
- 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 monitor payments.

Competencies

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: 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.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of five years of progressively responsible experience in administrative services, finance, accounting, protocol, audit, human resources or related area is required.

Experience in the United Nations Common System or international organizations is desirable.

Experience in using adva