Administration Assistant

Job Advertisement

Position Title: Administration Assistant
Location: Bangkok
Country: Thailand
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, established to support the successful implementation of peacebuilding, humanitarian, and development projects globally. With a mission to enhance the efficiency, effectiveness, and sustainability of these projects, UNOPS operates in over 80 countries and employs more than 7,000 personnel. The organization provides a range of services including project management, procurement, and infrastructure support, ensuring that partners can build a better future. UNOPS is committed to advancing sustainable implementation practices and aims to exceed the expectations of its partners, responding quickly to their needs while leveraging economies of scale.

Job Overview:
The Administration Assistant will work under the direct supervision of the Assistant to the Regional Director for UNOPS Asia Pacific Region (APR). This role involves providing general administrative support to the Office of the Regional Director (ORD) and contributing to the enhancement of support services within the office. The Administration Assistant is expected to promote a client-focused, quality-oriented approach, demonstrating tact and the ability to work effectively with individuals from diverse national and cultural backgrounds. The position requires collaboration with UNOPS programme support colleagues to ensure consistent service delivery, and the Administration Assistant will play a key role in the efficient management of administrative services for the ORD team.

Duties and Responsibilities:

• Maintenance of the registry system: The Administration Assistant will ensure the proper maintenance of the office filing system, including preparing accurate inventory lists and property records, opening new subject files, and disposing of old files according to retention schedules. Responsibilities also include maintaining archives, monitoring the movement of equipment, and assisting with correspondence and report preparation.
• Administrative Support: This includes providing clerical support for events organized by the ORD, managing mail and office email, and maintaining a stock control system for office supplies. The Assistant will also compile procurement data and cover clerical functions in the absence of the Assistant to the Regional Director.
• Transport Services Administration: The role involves providing information on travel services, managing travel registrations, and handling queries related to travel arrangements.
• Knowledge Building and Sharing: The Administration Assistant will participate in training events and contribute to knowledge networks, promoting team-building within the ORD. The overall impact of these responsibilities is to enhance the efficiency of the team's administrative services, ensuring timely and accountable service delivery that meets the operational needs of the office/programme.

Required Qualifications:
Candidates must have a minimum of 4 years of administrative or operational experience in logistics and administration, demonstrating the ability to meet performance indicators and deliver results. Proficiency in computer and office software packages, particularly Google applications, is essential. Prior experience in UN system organizations is desirable. Candidates should also possess strong organizational skills and the ability to manage multiple tasks effectively.

Educational Background:
A secondary school completion is required for this position. A first university degree in Business Administration, Public Administration, or equivalent disciplines is preferred. In the absence of a degree, administrative certification is considered an asset.

Experience:
The position requires a minimum of 4 years of relevant experience in administrative or operational roles, particularly in logistics and administration. Candidates should have a demonstrated capacity to meet performance indicators and deliver results effectively. Familiarity with computer and office software packages, especially Google applications, is necessary, and prior experience in UN organizations is advantageous.

Languages:
Full working knowledge of English and Thai is mandatory for this position. Knowledge of another official UNOPS language is considered an asset, enhancing the candidate's profile.

Additional Notes:
The contract type for this position is a Local ICA Contract at level ICS 4 / LICA-4, with an ongoing duration subject to organizational requirements, availability of funds, and satisfactory performance. This position is open only to Thai nationals or individuals with valid residence. UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from qualified women and candidates from underrepresented groups. Candidates should be aware that UNOPS conducts background checks on all potential personnel, and recruitment is contingent on the results of these checks. Additionally, for staff positions, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level.