Administration Assistant

Background Information - Job-specific

Background:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background Information - Job-specific

Under the direct supervision of the Assistant to the Regional Director for UNOPS Asia Pacific Region (APR), the Administration Assistant is to provide general administrative support to the Office of the Regional Director (ORD). The Administrative Assistant is expected to contribute towards strengthening support services in the ORD.

In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant promotes a client, quality and results-oriented approach.

S/he will demonstrate a client-centred approach, tact and ability to work with people of diverse national and cultural backgrounds.

Under the guidance and supervision of the Assistant of the Regional Director, the Administration Assistant will provide support towards efficient management of administrative services to the ORD team.

Summary of Key Functions

Maintenance of the registry system

Administrative Support

Administers transport services, focusing on achievement of the following results

Support to knowledge building and knowledge sharing
1. Ensures maintenance of registry/filing system (hard copy and online) focusing on achievement of the following results:

Maintenance of the office filing system;

Preparing accurate inventory lists and adequate property records for the office as well as for projects.

Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;

Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents;

Provide photocopies of materials from the confidential registry files, as requested by authorized staff;

Careful monitoring of the movement of equipment into and within the area of responsibility.

Maintenance of records system of file movements within the office; maintenance of the office circulation and reading files;

Assist with the preparation of correspondence and reports; 2. Administrative Support

Provide clerical support in preparation and organization of events hosted by Office of the Regional Director; such as collecting travel information, booking hotel rooms, making sure meal/coffee breaks are set on time, keeping record of attendees,

Ensure provision of effective mail/office email management (as delegated) focusing on achievement of the following results;

Receipt, registration, coding and forwarding of incoming letters to the Office of the Regional Director (ORD) and distribution of all necessary copies;

Registration and dispatch of the outgoing communications, including courier services, and follow-up distribution.

Maintenance of a stock control and supply system for all ORD visibilities gift items items for events, trainings; and workshops;

Provide clerical assistance and support in compilation of procurement data such as quotations from vendors for price comparison purpose;

Cover the clerical functions of the Assistant to Regional Director in his/her absence

Provides information on air services, rates and travel schedules for specific itineraries;

Registration of travel of AR ORD colleagues including visa requirements for mission travel, payment processing for tickets, DSA, other travel-related expenses and petty cash payment processing; Answer/handle all queries (by mail, email, telephone or in person) with discretion.
4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.

Sound contributions to knowledge networks and communities of practice

Promoted team-building within the ORD

The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Secondary school completion is required.

First University Degree in Business Administration, Public Administration or equivalent disciplines is preferred. In the absence of a degree, administrative certification is an asset.

A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.

Ability to work with computer and office software packages (Google such as Gmail, google drive, google calendar, etc.) and knowledge of spreadsheet and database packages

Prior experience in UN system organizations is desirable.
Language Requirement

Full working knowledge of English and Thai

Knowledge of another official UNOPS language is an asset.

Open only to Thai nationals or with valid residence.

Additional Information

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.