Administrative Assistant

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Description

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The Administrative Assistant ensures that all protocol and other Administrative related functions in his/her area are expedited in line with UNDP regulations and those of national authorities, is guided by his/her supervisor and HR Analyst.  Timely and accurate service provision is critical to personnel as their employment contracts are issued/extended/terminated and related protocol/administrative support must be provided by the organization.

Key Duties and Accountabilities

Ensures implementation of operational strategies, through:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to preparation of team’s results-oriented work plans;
• In the absence of the Administrative Associate, represent UNDP at OMT community of practice [COP], as needed, on protocol to contribute to UN system-wide resolution of related matters with national authorities or provide inputs in improving SOPs.

Provide administrative and logistical support, through:

• Be up to date on policies and procedures of Ministry of Foreign Affairs, Customs and other key departments as needed, maintaining good working relationship with key interlocutors at the Ministry and relevant authorities in order to be able to conduct the foregoing activities efficiently and effectively;
• Support the Administrative Associate with arrangements of proper visas, stay permits, driving licenses, identity cards and other documents in accordance with requirements of the United Nations and national government for staff members, their dependents and other colleagues. Managing all correspondence with national authorities in relation to these protocol arrangements;
• Support incoming staff members with clearances of personal effects and privileged vehicle in line with UN privileges and Host Country Agreement;
• Arrangements for VIP arrival/departures including customs and immigration processes etc.;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Preparation of annual listing of UNDP official and personally owned vehicles for submission for renewal of registration to national authority;
• Support staff with renewal of UNLP;
• Support Administrative Associate with compilation of information for preparation of cost-recovery bills for protocol services.

Assist assets management, through: 

• Physical verification of assets for BRH, Thailand CO and client agencies as needed.

Supports knowledge building and knowledge sharing in the Regional Hub, through:

• Participation in the training for the operations/projects staff on protocol procedures and other related administrative areas;
• Sound contributions to knowledge networks and communities of practice.

Requirements

Education

• Secondary Education is required;
• University Degree in Business, Public Administration, Social Sciences or related fields will be given due consideration.

Experience, Knowledge, and Skills

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative experience is required at the national or international level;
• Knowledge of Government of Thailand regulations and procedures relating to visa, custom clearance and protocol matters would be a distinct advantage;
• Experience working in the UN/ international organizations would be a distinct advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Knowledge of ERP systems (such as PeopleSoft, Oracle Cloud, etc.) are desirable;

Language Requirement

• Fluency in English and Thai is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/17382

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