Administration Senior Assistant

Job Advertisement

Position Title: Administration Senior Assistant
Location: Bangkok
Country: Thailand
Deadline Date: 20-Nov-2024

Job Details

Job Posting Organization:
The job posting organization is UNOPS (United Nations Office for Project Services), which was established to provide project management, procurement, and infrastructure services to help organizations achieve their goals in sustainable development. UNOPS operates in over 80 countries and employs thousands of personnel worldwide, focusing on delivering effective and efficient project services. The organization aims to support the implementation of the Sustainable Development Goals (SDGs) by providing high-quality services and expertise in project management, procurement, and infrastructure development.

Job Overview:
The Administration Senior Assistant position is crucial for ensuring the smooth operation of the office in Bangkok, Thailand. The role involves providing comprehensive administrative support, managing logistics, and ensuring compliance with UNOPS policies and procedures. The successful candidate will be responsible for coordinating office supplies, maintaining office equipment, managing courier services, and facilitating communication with government authorities. Additionally, the role includes processing travel requests, organizing shipments, and supporting the administration of conferences and workshops. The Administration Senior Assistant will also play a key role in knowledge sharing and capacity building within the organization, contributing to the overall efficiency and effectiveness of the office's administrative services.

Duties and Responsibilities:
The duties and responsibilities of the Administration Senior Assistant include:

• Administrative Support: - Coordinate the provision of reliable office supplies and ensure the maintenance and servicing of office equipment. - Manage courier services and ensure effective delivery of documentation within Bangkok. - Process payments and procurement activities in compliance with UNOPS policies. - Request VAT exemptions for suppliers and assess contract services for improvement. - Provide support for protocol issues and documentation for international personnel. - Manage petty cash and provide administrative support for conferences and workshops.
• Travel and Logistics: - Process requests for Thai entry visas and other official documents. - Organize shipments and customs clearance arrangements. - Prepare documentation for security" style="border-bottom: 1px dotted #007bff !important;">security clearances and manage hotel reservations.
• Inventory and Asset Management: - Conduct physical inventory checks and maintain property records. - Manage office stationery supplies and monitor equipment movement. - Support the administration of goods receipt and inspection.
• Knowledge Building: - Organize training initiatives for personnel on administration-related topics. - Contribute to knowledge networks and maintain unit documentation. The successful execution of these responsibilities will directly impact the efficiency of the office's administrative services and enhance UNOPS' credibility as a service provider.

Required Qualifications:
The required qualifications for the Administration Senior Assistant position include: - Completion of secondary school is mandatory. - A First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required. - Administrative certification is considered an asset in the absence of a degree. - Proficiency in computers and office software packages (MS Office) is required, along with experience in handling web-based management systems. - Some experience in UN system organizations is desirable, as well as experience in using Enterprise systems like OneUNOPS.

Educational Background:
The educational background required for this position includes a minimum of secondary school completion. While a First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable, it is not mandatory. In cases where a degree is not held, administrative certification can be considered an asset, indicating a level of professional training in administrative functions.

Experience:
The position requires a minimum of five (5) years of relevant experience in general administrative or operations support services. This experience can be gained in either national or international public or corporate organizations. Candidates should demonstrate proficiency in office software and web-based management systems, with some experience in UN system organizations being desirable. Familiarity with Enterprise systems, particularly OneUNOPS, is also advantageous.

Languages:
The mandatory language requirement for this position is full working knowledge of English. Additionally, knowledge of another official UNOPS language is considered an asset, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
This position is classified under the Local ICA Support contract type at the LICA-5 level. The contract duration is open-ended, subject to organizational requirements, availability of funds, and satisfactory performance. The application period for this position is from 07-Nov-2024 to 20-Nov-2024, and all applications must be submitted before midnight Copenhagen time (CET) on the closing date. The role is full-time and based in Bangkok, Thailand, and it may involve interactions with international personnel and government authorities.