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 sustainable project management, procurement, and infrastructure services to various governments, donors, and UN organizations. UNOPS aims to advance sustainable implementation practices and consistently meet or exceed the expectations of its partners, leveraging its flexible structure and global reach to respond quickly to needs while benefiting from economies of scale.

Job Overview:
The Administration Assistant will work under the direct supervision of the Assistant to the Regional Director for the 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 ORD. The Administration Assistant is expected to promote a client-focused, quality, and results-oriented approach, demonstrating a client-centered attitude and the ability to work effectively with individuals from diverse national and cultural backgrounds. The position requires the Assistant to support the efficient management of administrative services for the ORD team, ensuring that all tasks are completed in a timely and organized manner, thereby facilitating the smooth operation of the office.

Duties and Responsibilities:
The key functions of the Administration Assistant include:

• Maintenance of the registry system: This involves ensuring the proper organization and maintenance of both hard copy and online filing systems, preparing accurate inventory lists, opening new subject files, and disposing of old files according to established retention schedules. The Assistant will also maintain archives, monitor the movement of equipment, and assist in the preparation of correspondence and reports.
• Administrative Support: The Assistant will provide clerical support for events organized by the ORD, manage mail and office email, and maintain a stock control system for office supplies. Additionally, the Assistant will compile procurement data and cover clerical functions in the absence of the Assistant to the Regional Director.
• Administers transport services: This includes providing information on travel services, registering travel for ORD colleagues, and handling travel-related queries.
• Support to knowledge building and sharing: The 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 delivery and client satisfaction, which in turn promotes the credibility of the office as an effective service provider.

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 using computer and office software packages, particularly Google applications, is essential. Experience within UN system organizations is desirable. Candidates should also possess a strong client-centered approach and the ability to work collaboratively in a diverse environment.

Educational Background:
A secondary school completion is required, with a preference for candidates holding a First University Degree in Business Administration, Public Administration, or equivalent disciplines. In the absence of a degree, administrative certification is considered an asset.

Experience:
The position requires at least 4 years of relevant administrative or operational experience, particularly in logistics and administration. Candidates should demonstrate a proven 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 system organizations is advantageous.

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

Additional Notes:
The contract type 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 in Thailand. UNOPS emphasizes diversity and equal employment opportunities, encouraging applications from qualified women and candidates from underrepresented groups. Candidates should be aware that UNOPS does not accept unsolicited resumes and that applications received after the closing date will not be considered. Only shortlisted candidates will be contacted for further assessments. Additionally, UNOPS reserves the right to appoint a candidate at a lower level than the advertised position if necessary.