ThaiNGO

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Thailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Hub comprises three main portfolios –THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors. Most of THOH projects are implemented in South East Asia and the Pacific.

THOH is hiring for the position of Administrative Assistant under its Thailand office. Reporting to the Finance and Admin Analyst, the incumbent is responsible to management of travel and provision of general administrative support at the THOH office in Bangkok. The Administrative Assistant provides support to all personnel in Bangkok, acts as Executive Assistant to the Head of Hub, and coordinates closely with Administrative section colleagues in other offices to exchange information and collaborate on hub-level initiatives. The incumbent also liaises with counterparts in the UNOPS Asia Region office to exchange information, obtain approvals from Regional Director and collaborate on initiatives related to the Bangkok office. Furthermore, the incumbent liaises with specialized practices and units at UNOPS Headquarters to seek advice and provide information as requested. The incumbent produces basis statistical and analytical reports periodically and as requested.

Summary of Key Functions

• Compliance and strategies
• Travel support
• General administrative support
• Support to the Head of THOH
• Records and reporting
• Knowledge management and innovation

Duties and Responsibilities

Under the supervision of the Finance and Administrative Analyst, the Administrative Assistant’s responsibilities include the following:

Compliance and implementation of strategies

• Ensure full compliance of all activities in assigned functions with applicable UNOPS regulations, rules, policies, procedures and instructions.
• Contribution to the development and/or review of Standard Operating Procedures (SOPs) in in assigned functions
• Implementation of corporate, hub or team strategies
• Timely escalation of non-routine cases to supervisor

Travel support

• Ensure that official travel is undertaken in compliance with relevant UNOPS rules and regulations, policies and strategies.

• Compile quarterly travel plans for all personnel.
• Liaise with the UNOPS travel agency in Bangkok to deliver travel products (quotation, tickets, etc.) in the most flexible, cost-efficient manner.
• Prepare and/or check Travel Authorizations (TA) and ascertain that cost estimates are in order, security clearances have been obtained and all signatures/authorizations/approvals are obtained prior to travel.
• Receive and verify invoices from travel agent(s) and follow through with UNOPS Finance team on payments.
• Calculate airfare and other travel entitlements such as Daily Subsistence Allowances (DSA), Terminal expenses etc. for personnel and other official travelers.
• Initiate travel related payments to personnel ensuring full compliance with UNOPS provisions on travel entitlements including the Official Duty Travel instructions.
• Process Travel Expense Claims (TEC) and payments to travelers ensuring claims are eligible for reimbursement and all appropriate supporting documents are provided and are in good order.
• Inform personnel and other official travelers on UNOPS travel provisions and entitlements, supporting personnel in the preparation of Note to Files (NTF) as and when required.
• Advise on and ensure standard security clearances are completed for personnel and other travelers (through TRIP system) prior to undertaking travel.
• Process requests for visas for all travelers and coordinate with Travel Agent and/or national missions to ensure timely processing of visas.  Ensure visa support letters and note Verbales are on the established templates and register them.
• Arrange and apply for UN travel insurance for meetings participants (FAMPI) as applicable and  when required.
• Support application of and ensure all current personnel have valid UN IDs.
• Coordinate with BSSC focal points on issuance of applicable permits and multiple re-entry visas for international personnel resident in Thailand. Keep an updated record of passport and visa/permit details for all international personnel and initiate renewals and foreshortening of visas/permits in a timely manner.  
• Make hotel reservations as requested.

General administrative support

• Support the process of budgeting for administrative support by providing reliable historical data and estimations to the budget focal point
• Use various technological tools and electronic systems to initiate work and share information with colleagues and clients
• Interact closely with team members and internal partners to ensure consistency in service delivery and operating protocols
• Assist in the organization of meetings, conferences and visits
• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate
• Collect and compile sections needs for office stationery and other consumables.
• Act as alternate to the HR/Admin Associate.
• Support organization of workshops, trainings and other events.

Support to the Head of Hub

• Efficient and discreet management of the Head of Hub’s schedules.  Maintain and update the official calendar (meetings and missions) schedule of the Head of Hub
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other personnel; wherever possible.
• Receive and review documentation requiring the Head of Hub approval/signature, ensuring documents are on correct formats, all required signatures are already provided and all other internal protocols have been adhered to including obtain clearance of technical personnel
• Adherence to appropriate protocol and correspondence guidelines by the office when communicating with Government and other external partners.
• Development of effective systems and procedures to improve communication flow between the office of the Head of Hub and other internal units, portfolios and offices within the Hub as well as external partners and Regional Office.
• Ensure utmost confidentially when exposed to confidential information  

Records and reporting

• Maintain an accurate and complete filing system for all travel arrangements in line with internal policy and procedures.
• Prepare periodic (weekly, monthly, quarterly and annual) reports as well as ad-hoc reports in the assigned functional areas, particularly on travel and general administration
• Maintain a record of exceptional cases in the assigned functions and include details of these cases in appropriate reports.

Knowledge management and innovation

• Contribute to the development and introduction of innovation to ensure UNOPS is continually incorporating best practice approaches.
• Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building.
• Plan, implement and organise strategic capacity building of personnel, partners and stakeholders.

• Perform any other duties as assigned.

Education:

• Minimum secondary school certificate or high school diploma preferably with specialized training in travel management, office management or related field.  
• A first university degree (bachelor’s or equivalent) in business administration, logistics, public administration or related field preferred.
• Candidates with a relevant first university but less experience (but not less than 1 year) may be considered.

Experience:

• A minimum of 5 years of in providing general administrative support and/or travel support in a reputable organization is required in combination with a high school diploma.
• Experience in travel management in a large office is an asset.
• Experience in the UN system a distinctive advantage.
• Experience using computers and standard software such as MS excel and word required.

Language:

• Fluency in English is required.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

Recruitment/internship in UNOPS is contingent on the results of such checks.

Interested candidates please apply through this link

https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=15879#2