OVERVIEW
Parent Sector : Field Office

Duty Station: Bangkok

Job Family: Administration

Type of contract : Non Staff

Level : Level 2

Duration of contract : From 7 to 11 months (Initial three (3) months probationary period; renewal subject to satisfactory performance and availability of funds.)

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 27-Oct-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

BACKGROUND

The United Nations Educational, Scientific and Cultural Organization (UNESCO) , established in 1945, aims to build peace through international cooperation in education, science, culture, and communication. Born from the devastation of World War II, it promotes mutual understanding, intellectual solidarity, and global citizenship to prevent future conflicts. UNESCO supports quality education for all, cultural heritage preservation, scientific research for development, and freedom of expression. Amidst contemporary challenges like intolerance and misinformation, UNESCO's mission remains crucial for fostering peace, understanding, and the dignity of all cultures, thereby contributing to a more harmonious global community.

The UNESCO Regional Office in Bangkok (UNESCO Bangkok) , established in 1961 and evolving in roles over the years, now oversees UNESCO's programs in education, natural sciences, ocean sciences, social and human sciences, culture, and communication and information across six countries: Cambodia, Lao PDR, Myanmar, Singapore, Thailand, and Viet Nam. It coordinates national activities through offices in Phnom Penh, Ha Noi, and Yangon (antenna office). As a key player in regional educational coordination and capacity development, it leads the SDG4-Education 2030 Agenda covering 46 Member States and three Associate Members, hosting the Regional Office for the UNESCO Institute for Statistics and the Intergovernmental Oceanographic Commission’s Sub-Commission for the Western Pacific.
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MAJOR DUTIES AND RESPONSIBILITIES

Under the overall authority of the Director of the United Nations Educational, Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok, and direct supervision of the Senior Finance and Administrative Officer or Senior Finance and Administrative Assistant, as applicable, Administration and Finance Unit, the Administrative Assistant is involved in the completion of standard administrative support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent provides administrative and support services in processing transactions, control and maintenance of accounts and databases, and preparation of routine reports, correspondence and administrative documentation.

1. General Accountabilities

Assist in the preparation of documents/reports;

Compile, verify and maintain records of transactions and Office activities;

Classify and code material relating to a number of subject areas and maintains general office files;

Search Office files and records relating to a variety of topics for information and reference from automated systems;

Select information and record in correspondence, technical papers, project/ programme plans and general reference documents;

Draft routine correspondence, cables, memorandums and reports on the basis of oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

Support knowledge building and knowledge sharing

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2. Financial Accountabilities

Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures;

Provide information, explanations and guidance on basic rules and procedures;

Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed;

Act as bank focal point; carry on the reconciliation and follow up on bank documents;

Ensure that monthly bank statements of accounts of the Office are received on time for the monthly closing of accounts;

Make disbursement from petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.

3.Budgetary Accountability

Register actions/data; do non-complex corrections in systems.

Verify transactions and check data/figures; identify and correct errors/anomalies and assist to input corrective action in FABS, CORE MANAGER etc.

Assist in preparation of budget, check completeness, accuracy and compliance of documentation;

Assist in the production of a variety of financial reports and statistics related to regular and extra budgetary funds;

Extract data and information from the automated financial and programmatic systems (FABS; CORE MANAGER etc.) and prepare standard reports.

4. HR Accountability

Extract data from automated systems or other sources and prepare documents for processing; maintain and update database and follow up on personnel files;

Draft routine correspondence and memoranda based on previous examples and templates;

Assist staff members and their dependents by processing requests for visas, identity cards, driving licenses and other necessary personnel-related documents in accordance with requirements of the organization and the host country.

Collect applications for vacancies and conduct reference checks;

Coordinate interview schedules, prepare agenda and documentation

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5. Logistics

Make arrangements for shipment and receipt of office and project supplies and equipment and household effects, including customs clearance;

Check documents by verifying purchase orders and check the comparative quotations;

Follow up on requests by tracking and collecting orders (goods and services), check that goods and services are received according to the terms of the Pro forma (time, quantity, quality);

Maintain and monitor stock levels of various supply items. Maintain, update and transmit inventory records of non-expendable equipment to BFM;

Liaise with companies and different host country’s administration;

Follow up air tickets purchase and payments, prepare travel authorizations and assemble information pertinent to the purpose of travel; track security certificates. Make travel and hotel reservations.

Assist in providing mandatory information to complete the yearly DSA survey for Thailand at the request of the International Civil Service Commission (ICSC).

6. Perform additional activities that may be required to ensure the success of the work team.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework .
REQUIRED QUALIFICATIONS
Education

• Completed secondary, technical and/or vocational school diploma.
• Additional certification in business administration, finance, or related field is an advantage.

Work Experience

• Minimum 4 (four) years of relevant experience in administrative support roles.

Skills and competencies

• Basic knowledge of accounting principles and financial management.
• Excellent attention to detail and accuracy in handling administrative tasks.
• Excellent IT skills with proficiency in using office software applications (Outlook, MS Word, Excel, Power Point, etc.).
• Strong organizational, planning and time management skills.
• Effective communication and coordination skills.
• Ability to work independently and as part of a team.
• Ability to work under pressure and flexibility to adjust work schedules and priorities.
• Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.

Languages

• Fluency in English (both oral and written) is required.
• Excellent knowledge (spoken and written) of Thai.

DESIRABLE QUALIFICATIONS
Education

• Bachelor’s degree in Finance, Accounting, Business Administration, Public Administration, or a related field.
• Courses or certification in office management, financial management, or related fields.

Work Experience

• Minimum 1 (one) year of relevant experience in administrative support roles.
• Experience working with international organizations or multicultural environment is highly desirable.
• Experience in handling financial records and transactions is desirable.
• Familiarity with the use of various office technology tools and financial software.
• Experience in financial management, budgeting, accounting, or procurement process will be an advantage.
• Knowledge of United Nations (UN) administrative or financial regulations and procedures.

Skills and competencies

• Knowledge of ERP (Enterprise Resource Planning), such as SAP (Systems Applications and Products in Data Processing) or others.
• Strong analytical and problem-solving skills.
• Ability to adapt to new technologies and software tools.
• Experience in event planning and coordination.

Languages

• Knowledge of other official UN languages (i.e. Arabic, Chinese, French, Russian, Spanish) is an advantage.

APPLICATION PROCESS

Interested applicants should click on “Apply Now”, and download and complete the Employment History form (Word document).

Prior to uploading the document, at the end of the Word document, please insert extra pages with the following required information: a cover letter; and a full resume (stating details of educational qualifications and work experience, present income, home and office contact addresses, email address, telephone numbers and three references).

Please note that all candidates must complete an online application and provide complete and accurate information. No modifications can be made to the application submitted.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ( last update here ) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.