Job Description

Under the guidance and supervision of the Head of the HAT and supported by the Regional Chief of Administration in the ROAP Bangkok, Thailand Office. The staff assistant is responsible for ensuring the effective delivery of business operations/secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions.

Duties and Responsibilities

Provides direct assistance to Senior Officers or Managers, such as a Head of HAT, consistent with UN rules and regulations.

  1. Effective and efficient functioning of the HAT Office

    • Maintains the Head of HAT and senior staff calendars, managing contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
    • Maintains required protocol procedures;
    • Prepares high quality briefing materials for Head of HAT’s appointments, meetings, missions;
    • Prepares informal translations support;
    • Events such as workshops, conferences and seminars are efficiently organized and well managed;
    • Manages the Head of HAT’s missions and representation schedule, and travel of other staff;
    • Maintains rosters of high-level partners, telephone lists;
    • Prepares correspondence, directives, comments on behalf of the Head of HAT’s for his/her signature and making follow-up when required; and
    • Uses automated office Management Systems for effective functioning of the HAT.
  2. Coordination support

    • Maintains the arching system, ensuring safekeeping of confidential materials. Use of automated online filing systems;
    • Coordinates the information flow within the office, follow up on tasking and action points;
    • Facilitates information sharing between the HAT and ROAP and the UN Office of the Resident Coordinator;
    • Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of HAT;
    • Screens all incoming calls and correspondence for Head of HAT; and
    • Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the Head of HAT and subordinates.
  3. Knowledge Management

    • Provides sound contributions to knowledge networks and Communities of Practice;
    • Organizes specialized trainings for members of the HAT and partners; and
    • Organizes training to UN staff and relevant partners on coordination, administration and protocol issues.
  4. Other administrative tasks

    • Procurement Role
      • Provides administrative support for procurement activities for ROAP and other HATs in the region (Indonesia and Japan);
      • Under supervision of ROAP, contacts local suppliers to request quotations for goods and services. Also obtain additional information/documentation as required;
      • Prepares procurement-related documents for review and approval, e.g. price comparison table for low value procurement; Requisition Form, Term of Reference and other technical documents for high value procurement;
      • Under supervision of ROAP, Performs Requisitioning role in Umoja to create Low Value Acquisition (LVA) Purchase Orders for goods and services and Shopping Carts for High Value Acquisition (HVA) including hiring individual contractors. Tasks also include developing TORs for procurement of goods and services;
      • Coordinates with suppliers to ensure that procurement activities are delivered on schedule and in accordance with approved specification; and
      • Performs receipt of goods and services and process the invoice for payment in Umoja.
    • Time Administrator Role
      • Updates staff movement calendar; and
      • Performs Time Administrator role in Umoja to update staff leave records as well as provide support to staff for issues related to time management in the system.
    • Travel Administrator Role
      • Performs Travel Administrator role to create Travel Requests in Umoja for Head of HAT, Senior Managers and other staff as required. Also Coordinate with travel agent in provision of tickets, visas and other logistic/protocol requirements to support staff’s mission travels.
    • Petty Cash
      • Maintains and manages the office Petty Cash account, undertaking minor procurement of supplies within the authority delegated as petty cash custodian; and
      • Manages the replenishment of the petty cash amount.
    • Human Resources
      • Manages the extension of national staff contract; and
      • Prepare the overtime payments for national staff as required.

Competencies

CORE COMPETENCIES:

Professionalism. Knowledge of general office and administrative support including administrative policies, processes and procedures. Communication. Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately. 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. Planning & Organizing. Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments. Accountability. Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards.

Required Skills and Experience

Education:

  • Completed a first-level university degree in combination with a minimum of 3 (three) years of relevant experience.
Experience:

  • A minimum of 3 (three) years of experience in general office support or related area is required.  Experience to support teams in OCHA Complex Emergency and Natural disasters response in Asia and Pacific region is an advantage.
Language Requirements:

  • Proficiency in spoken and written English is required. Working knowledge of other UN language desirable
Other/s:

  • Non-Smoking environment.

Disclaimer

General Information UNDP is committed to gender equality in its mandate and its staffs and encourages applications from qualified candidates and persons with disabilities.

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