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). 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 of the Manager OST and direct supervision of the Procurement & Administrative Analyst, and in keeping with UN rules and regulations, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client-focused, quality and results-oriented approach.

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

Position Purpose

The Administrative Associate provides efficient and timely administrative services to UNDP and other agencies’ clients with a solution- and client-oriented approach.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

1. Ensures implementation of operational strategies, through: 

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to BRH administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Preparation of administrative team results-oriented workplans.

2. Ensures effective general administrative, Asset and logistical support, through:

• Coordination of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Provide administrative support and organize conferences, workshops, retreats, including preparation of budget estimation and reporting of expenses.
• Support to procurement processes in preparation of RFQs, obtaining quotations from potential suppliers, for goods and services related to organization of workshops and conferences.
• Coordination and collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Ensuring that VAT Exemption Certificates are effectively handled by team members.
• Compilation of information for preparation of cost-recovery bills for admin services.
• Provision of necessary information for the audit as required.
• Provision of necessary corporate reports as required i.e., EMT annual reporting.
• Coordinate with Finance Unit and Space Management.
• Follow up on key deadlines, preparation of routine correspondence and other critical administrative support to Head of Unit.
• Perform registry services d; periodically review registry services for efficiency gains and optimal use of resources within administrative areas.
• Oversight and supervision of messenger functions with support to other OST units as required.

• Ensuring that transport activities are streamlined and cost recovered.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and oversight of vehicle daily log and fuel consumption record.
• Monitoring drivers’ performance and learning activities.

• Coordinate with UNESCAP admin and various projects for calculation and management and allocation of office space in UNDP BRH and UNDP Thailand.

Supervisory/Managerial Responsibilities: Under the overall guidance of the Manager OST and direct supervision of the Procurement & Administration Analyst, the Administrative Associate supervises the activities of the drivers and messengers and administrative duties of the Operations Associate.

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/ integrated thinking.

Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.

Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.

Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.

Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies 

Administration & Operations: Building, facilities & office Space Management – Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data.

Administration & Operations: Lease Management – Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises database; administer RFA.

Administration & Operations: Inventory management – Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

Administration & Operations: Registry & correspondence management – Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.

Administration & Operations: Vehicle management – Knowledge of policy & procedures on fleet management.

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.
– Ability to manage communications internally and externally, through media, social media and other appropriate channels.

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. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.