Administrative and Human Resources Assistant

ที่UNESCO Bangkok
Post Number : 4THADM0771RP
Grade : G-4
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Bangkok
Job Family: Administration
Type of contract : Fixed Term Field
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 04-DEC-2021
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in Thailand can apply to this position.
Under the authority of the Director and the direct supervision of the Chief of Administration and Finance Unit, the incumbent provides administrative and HR services to the management of the Office in compliance with UNESCO Rules and Regulations. In particular, s/he will:
General accountabilities
Act as Certifying Officer up to the authorized level delegated by the Chief Financial Officer (CFO);
Extract data from automated systems or other sources and prepare documents for processing, reports, statistics or projections for use of Administrative Officer and managers;
Review draft reports, verify overall accuracy, consistency and uniformity in presentations; cross-check consistency of figures;
Draft routine correspondence, memoranda and non-substantive reports based on previous examples and templates;
Assist in the establishment of reference and monitoring systems;
Provide guidance and interpretation on non-complex UNESCO staff rules, regulations and Procedures;
Assist in updating HR filing system and manage filing of the documents, creating the personnel files, keeping the HR and personnel records for both hard and electronics copies up to date in line with UNESCO Record Management.
Long Description
HR-Staff management support
Review of incoming Human Resources (HR) requests including screening of relevant HR documentation relating to recruitment, contract extension, transfers, exchange or loans, and separation of personnel, and initiate required personnel actions in respect thereof. This also includes collecting applications for vacancies and conducting reference checks and coordinating interview schedules, preparing agenda and documentations when required by supervisors;
Request or follow-up on performance assessment feedback/reports from supervisors for contract extensions and Within-Grade-Increments of staff and initiate required personnel actions;
Assist the Administrative Officer (AO) in the management of locally recruited project personnel including recruitment process, performance management, renewal/termination of contracts, leave management and monthly payroll through iRIS; maintain the office HR roster for temporary staff;
Maintain Staffing tables and HR-related database up-to-date, including following up on personnel files, prepare statistical summaries and statistical reports on staff projections for the use of AO and managers; during the absence of AO act as the Office HR focal point with delegated authority to validate HR actions in the HR workflow;
Participate in HR surveys including International Civil Service Commission (ICSC) local salary, hardship and place-to-place surveys;
Provide information and replies to personnel queries related to non-complex HR rules, regulations and procedures, including briefings to staff on the conditions of service related to contracts, appointments and/or transfers.
HR-Staff development and training
Assist in the planning and organization of internal learning events for office staff and staff from affiliated project offices;
Keep the office guidelines for newcomers up-to-date, make suggestions for improvements and conduct induction meetings;
Attend the meetings of United Nations (UN) Learning Focal Points and support the Chief Administrative Officer in the implementation of training activities under the UN Common Learning Programme;
Make contributions to knowledge networks and participate in HR communities of practice.
Long Description
Coordinate the registration of UNESCO personnel (international/local staff, interns, volunteers) for the attendance of mandatory UN security briefings;
Draft periodic security reports for submission to the UN Department of Safety and Security (UNDSS);
Maintain HR Master Data and Malicious Acts Insurance Policy (MAIP) list for the Bangkok Office and affiliated project offices up-to-date;
Follow-up on medical check-up of security and driver personnel;
Draft purchase requisitions for common security services according to the approved workplan;
Perform duties as member of the UNESCO Bangkok Office Critical Staff.
Long Description
Coordinate logistical arrangements for the shipment of personal effects and household goods for departing international staff;
Process request for customs clearance of personal effects, household goods and vehicles for incoming international staff; process request for customs clearance of other duty-free consignments;
Process requests for registration of diplomatic vehicles in accordance with the requirements of the United Nations and the Seat agreement; maintain local database on diplomatic vehicles up-to-date and communicate changes in the registration of diplomatic vehicles to UNDSS;
Process requests for visa applications, re-entry visa, permit to stay, identity cards, driving licenses and other relevant travel documents and/or other necessary personnel-related documents in accordance with requirements of the organization and the host country for UNESCO personnel (staff members and their dependants and non-staff members);
Assist in making logistical arrangements for workshops, corporate meetings and office retreats;
Additional activities that may be required to ensure the success of the work team.
COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Teamwork (C) Innovation (C) Results focus (C) Planning and organizing (C) Knowledge sharing and continuous improvement (C) - For detailed information, please consult the UNESCO Competency Framework .
Completed secondary, technical and/or vocational school diploma.
Work experience
Minimum 3 (three) years of relevant experience in general administration, human resource support and/or finance or related field.
Skills and competencies
Very good skills in drafting correspondence, accurate typing and attention to details.
Discretion and cooperative behaviour and attitude to work in a team successfully.
Good analytical and problem solving skills, good sense of judgement and capacity to support sound financial and budgetary practices.
Ability to provide quality and timely support and services.
Ability to work in a multicultural environment and to establish good working relationships with external and internal partners.
Excellent knowledge of IT skills, with proficiency in the use of MS Office (Word, Excel, PowerPoint, etc.).
Excellent knowledge (spoken and written) of English and Thai.
Training/certification in accounting, finance and/or administration.
Work Experience
Experience in the field of secretariat and administration in an international environment.
Experience in assisting budget and performance reports for an international organization.
Experience in applying financial rules and procedures in an international organization.
Skills and competencies
Knowledge of UNESCO rules and practices, procedures, protocols.
Knowledge of ERP (Enterprise Resource Planning), such as SAP (Systems Applications and Products in Data Processing) or others.
Knowledge of other official UN languages (French, Arabic, Chinese, Russian, Spanish).
UNESCO's salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
For more information in benefits and entitlements, please consult ICSC website.
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.
UNESCO applies a zero tolerance policy against all forms of harassment.
UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) 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.
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