Administrative Assistant (G5)

Background and Organizational Context

The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its contribution towards achieving the Sustainable Development Goals (SDGs). In so doing, it implements the UNDP Strategic Plan in Asia and the Pacific and delivers UNDP’s partnerships within the region and with development actors in the region. The Bangkok Regional Hub (BRH) of RBAP is the presence which supports the work of the 25 offices in the region. The Operations Support Team (OST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office [CO] and other agencies which UNDP supports in Thailand.

Under the overall guidance and supervision of the Administrative Associate, and in keeping with UN rules and regulations, the Administrative Assistant provides support to office operations performing a variety of administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with OST and other staff in BRH, UNDP Thailand Country Office and other UN agencies’ staff to guide, exchange information and ensure consistent service delivery.

 

Position Purpose

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

1.) 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.

2.) 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.

3.) Assist assets management, through: 

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

4)   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.

 

Expected Demonstration of Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies 

Business Management – Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Business Management – Customer Satisfaction/ Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.

Business Management – Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.  Knowledge of relevant concepts and mechanisms.