Administration Associate (Assistant to the Regional Director), LICA-6, Bangkok, Thailand

Based in Bangkok, the Asia Regional Office supports UNOPS offices throughout the region, providing financial oversight of projects, procuring goods and services, and managing human resources.

The Asia Regional Office helps to ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Functional Responsibilities

With supervisory responsibility of an Administration Clerk and a Driver, and under direct supervision of the Regional Director, the Assistant to the Director shall be responsible for performing the following duties:

1. Secretarial Support

• Coordinate the flow and prioritization of correspondence to and from the Director’s Office.
• Receive and screen all regular and confidential correspondence which requires the attendance of the Director.
• Draft minutes of meetings and routine correspondence related to the Director’s work.
• Prepare a variety of materials such as correspondence, reports and papers.
• Identify and prepare briefing on priority areas related to correspondences and route correspondences to senior management team members under whose competence a particular enquiry falls and follow-up to ensure action is taken.
• Plan and organise daily work, and take independent and timely decisions to meet objectives.
• Monitor the implementation of action points related to management meetings.
• Maintain a tracking system to ensure the timely completion of tasks.

2. Communication and information management

• Compose important and confidential correspondence and justifications as required by the Director on tasks within the area of responsibility.
• Research and provide background material for the Director in advance of meetings.
• Summarise highlights of management meetings and disseminate information reports, etc. from meetings and ensure follow up action is taken when required.
• Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Director’s absence.
• Maintain the Director’s calendar of official engagements/coordinate and manage the calendar commitments.
• Monitor day-to-day functioning of the Director’s office.

3. Administrative and Logistics Support

• Establish an efficient electronic and maintain filing, hard-copy filing system for the Director’s office, including confidential documents and records.
• Ensure travel and accommodation arrangements are made in a timely manner.
• Arrange appointments and coordinate programmes for visiting VIPs, arrange meetings with senior government officials within the Asia Region.
• Maintain strict compliance with confidentiality required on documentation and information received.
• Responsible for all protocol related assignments.
• Verification of payroll of personnel in the Director’s office.
• Lead the logistics and support for regional retreats and workshops.

4. Team Management

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• Completion of secondary school education is required.
• A University Degree, preferably in Business Administration, Public Administration, Finance, Economics, or in related fields is an advantage and can substitute for some of the required years of experience.

Experience:

• Minimum six (6) years of relevant experience preferably in general Administrative logistics, or operations support services in national or international public or corporate organizations.
• Experience as an Assistant to a Director in a similar field of work or exposure would be an asset.
• Knowledge of UN rules and regulations, government directory, NGOs, UN agencies, embassies, other offices, etc. will be an asset.
• Prior experience in liaising with Ministries and good understanding of protocol is an asset.
• Proficiency in the usage of computers and G Suite applications as well as web-based management systems is desirable.

Language Requirements:

• Full working knowledge (Fluency) in English and Thai (oral and written) is a requirement.

Contract type, level and duration

1. Contract type: LICA
2. Contract level: ICS 6 / LICA 6
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Application open only to Thailand nationals or with valid residence and work permit.

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. 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.