Administration Senior Assistant

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Description

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Background Information – BSSC

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS’ operations and the greater UN system.

Background Information – Job-specific

• Under the direct supervision of the Administration Senior Associate and under the overall guidance from the BSSC Manager, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work.

Functional Responsibilities

Summary of Key Functions:

• Administrative Support on office operations and protocol related tasks

Travel and Logistics

• Inventory, Asset and Supply Management, Custodial, Common Premises, and General Support

Knowledge Building and Knowledge Sharing

Administrative Support on office operations and protocol related tasks

Coordinates on provision of reliable and quality office supplies.

• Supports the appropriate maintenance, servicing and repair of all office equipment for top performance and safe operating conditions in accordance with UNOPS office management policy and procedures, as well as ensuring safe and secure storage of all office equipment and property.
• Helps ensure the office has effective courier services by liaising with courier companies, managing payments, ensuring office access, and communicating with the office premise owners, as necessary.
• Supports the effective delivery of documentation within Bangkok with external parties (e.g. Ministry of Foreign Affairs in Thailand, Immigration, Consular, Governmental authorities Embassies, and etc.) by coordinating with courier and/or transportation companies.
• Supports maintenance of common premises and common services.
• Supports the processing of all the payments and procurement activities for goods and services provided to BSSC and Bangkok Support and to ensure that the process is in compliance with the UNOPS policy. In addition, supports on the verification of information and payment details including liase with other administration teams in the Asia Regional office-Office of the Regional Director (AR-ORD), and the South East Asia and Pacific Multi-Country Office (EAPMCO) for the shared payments that has to be made to the supplier or external parties.
• Requests VAT exemption for the suppliers of UNOPS offices in Thailand including BSSC, Asia Regional office-Office of the Regional Director (AR-ORD), and the South East Asia and Pacific Multi-Country Office (EAPMCO).
• Supports the assessment of contract services (e.g. cleaning, courier, etc.)towards improving service level and/or identifying better solutions for the office.
• Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
• Punctual delivery of official protocol tasks and documents; arrangements with MoFA, immigration office, consular, Thai Embassies, and customs for all issues related to official documentation to be provided to/from international personnel, such as visa requirements, stay permit, re-entry visa, customs clearance pf personal items upon relocation or office supplies, etc.
• Establishes and maintains an efficient working relationship with government ministries.
• Provides accurate and comprehensive information to personnel on the supporting documents required by the Ministry of Foreign Affairs (MoFA) in Thailand and other Thai authorities for the official protocol process including Thai Entry visa, stay permit extension, re-entry visa renewal and other travel or protocol related process. Keeps the information of the required documents up to date as per the information received from the MoFA.
• Monitors tracking sheet of  the status of submitted documentation for the official protocol processes of each personnel and dependants, ensuring that official documentation are submitted in accordance with the timeline of the case.
• Provides accurate information to individuals upon request on administrative steps required and the status of his/her protocol process.
• Provides accurate and timely information on processes and pending issues to the concerned individuals. e.g. missing documents or additional information/supporting documents required by the MoFA and other government authorities.
• Supervises and provides information to external contractor on the delivery of protocol tasks and official documents to the government units which require specific instructions.
• Ad hoc protocol or admin-related tasks to support the office, as assigned by the supervisor or BSSC Manager.
• Provides administrative support to conferences, workshops, retreats.
• Manages petty cash.

Travel and Logistics 

• Processes requests for Thai entry visa and other official documents including meeting invitation note verbale for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
• Organizes  shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions.
• Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN officials as necessary.

Inventory, Asset Management, Custodial, Common Premises, and General Support 

• Conducts physical inventory checks, adequate property records and asset reports for the office.
• Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by personnel and keeping a log of distribution.  
• Collects information for administrative needs in support to the organization of common services.
• Carefully monitors the movement of equipment into and within the area of responsibility.
• Supports the successful implementation of a system to monitor equipment, accounts, and properties managed by the office, in accordance with UNOPS’ equipment policy.
• Supports the processing of supply requisitions for the office premises.
• Supports the administration of the receipt of goods and equipment for the office, inspection, and report preparations.
• Liaises with supplier to ensure the quality of goods and services provides to UNOPS meet the standard and requirement of the office.

Knowledge Building and Knowledge Sharing

• Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials.

Education/Experience/Language requirements

Education:

• Completion of secondary school is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset.

Experience:

• Minimum of five (5) years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations is required.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
• Some experience in UN system organizations is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language Requirements:

• Full working knowledge of English is required.
• Knowledge of another official UNOPS language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29192

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