ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThe mandate of the United Nations Economic and Social 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. The Asian and Pacific Training Centre for Information and Communications Technology (APCICT) was inaugurated on 16 June 2006 as a regional institute of ESCAP, and is located in Incheon, Republic of Korea. The Centre’s mission is to strengthen the efforts of the member countries of ESCAP to use ICT in their sustainable development through human and institutional capacity building. To meet this objective, APCICT’s work is focused on three inter-related pillars – Training, Advisory Services, and multi-stakeholder dialogue and partnership. Together they form an integrated approach to ICT human capacity building. This position is located in APCICT, Incheon, Republic of Korea. The incumbent reports to Programme Officer and Director of APCICT. ResponsibilitiesUnder the direct supervision of the Programme Officer and overall supervision of the Director of APCICT, the incumbent will be responsible for the following duties: Human Resources Management -Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g. recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, and training ensuring consistency in the application of UN rules and procedures. -Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. -Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. - Process administrative actions related to consultant and individual contractor recruitments including preparation and review of terms of reference, contract creation, and payments using Enterprise Resource Planning (ERP) system. -Monitors staffing table and prepare relevant statistical data/charts. Budget and Finance -Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’budget, trust funds, grants and procurement. -Monitors expenditures and compares with approved budget; prepares adjustments as necessary. -Assists managers in the elaboration of resource requirements for budget submissions. -Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures -Prepares or customizes financial reports from UMOJA system generated reports. -Process payments and ensure the timely processing of payments and requisitions. -Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. Programme/Partnership Support -Supports coordination and communication with the host government and stakeholders on extra-budgetary project implementation, including submission of funding proposals, reporting and compliance with donor requirements. -Prepares and submits funding proposals, financial and narrative donor reports in line with contribution agreements and donor requirements. -Supports renewal of the host country agreement on administrative and financial arrangements for the Centre between the host country and the UN. -Monitors status of programme /project proposals and takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. -Assists in follow up with partners on signing and implementation of Letters of Agreement and Partnership Arrangements.-Supports the gathering of routine inputs from partners for reporting purposes. General Administration -Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. -Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. -Arranges meetings and when necessary attends meetings, prepares minutes, and monitors follow-up activities. -Organize and makes administrative arrangements workshops/conferences/seminars for the office. -Provides guidance and training to new/junior staff. -Performs other related administrative duties as required (e.g. operational travel programme, assist with procurement of goods and services for office.) -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. CompetenciesProfessionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. 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. 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. EducationHigh school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years (or 5 years if graduated with a first-level university degree) of progressively responsible experience in general office support preferably in administrative services, finance, accounting, audit, human resources or related area is required. A minimum of 3 years experience working with Enterprise Resources (ERP) Planning systems, such as SAP/Umoja or Peoplesoft/Inspira or other relevant software packages is required. Experience in the United Nations Common System or in international organizations similar to those in the UN Common System is desirable. Experience coordinating donor-funded projects, including the preparation of donor reports and communication with host government donors and stakeholders, is desirable. Experience with international or UN financial rules and regulations and the budgetary policies is desirable. Experience with human resources systems, processes and management in an international setting is desirable. 1 year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Korean is required. Knowledge of another official United Nations language is an advantage. AssessmentQualified applicants may be evaluated through a competency-based interview and/or other assessment methods. Special NoticeThis post is funded from extra budgetary resources. The initial appointment is for a period of one year. Extension of appointment is subject to satisfactory performance and availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Applicants for GS and related positions may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They must be authorized to work in the country regardless of where they live at the time of applying for the job opening. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.