Executive Assistant

Organizational Setting

• This position is located in the ILO Regional Office for Asia and the Pacific (ILO-ROAP).

Main Purpose

The incumbent provides senior level support to the Deputy Regional Director with responsibility for performing, completing, and overseeing a range of operational and administrative support services in an efficient, effective, and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent plays a key role, demonstrating considerable judgment, in ensuring transparency in the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes.

Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit. 

Working Relationships

• Internal contacts are with staff and managers in field offices, project locations and headquarters to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards. The incumbent liaises with diverse organizational units to coordinate, prioritize and follow up on activities.
• External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), embassies, permanent missions and concerned authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters. The incumbent also liaises with service providers for the completion of pending issues.

Key Duties and Responsibilities

In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties: 

• Provide and/or coordinate a variety of office and administrative support services to assist the Deputy Regional Director with the smooth running of the Office. Keep informed of important events and activities of the office and inform concerned staff.
• Update and maintain the Deputy Regional Director’s agenda. Screen and schedule appointments according to urgency and priority. Coordinate requests from high-level visitors and establish briefing programmes. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner.
• Analyze, manage and monitor a diverse range of correspondence and documentation, including of a confidential and sensitive nature, bringing important issues to the Deputy Regional Director’s immediate attention. Draft notes and responses requiring research and an understanding of administrative, operational and programme areas. Prepare and/or review and clear correspondence for the Deputy Regional Director’s signature, ensuring accuracy of information and compliance with applicable standards.
• Coordinate the preparation of a range of documents and information covering political and managerial matters and diverse technical areas of the ILO to facilitate the work of the Deputy Regional Director in taking strategic decisions and reporting on ILO activities. Determine priorities and follow up on deadlines with staff and managers as appropriate.
• Maintain contact with and contact lists of ministers, government officials, employers’ and workers’ organizations, national and/or sub-regional and regional institutions, UN agencies, and other international organizations and members of the diplomatic corps.
• As Office focal point for the Talent Management System, support the Deputy Regional Director with measures to increase compliance with the different Talent Management System modules, tracking status of compliance of staff in the Office and following up with managers and staff as required. Provide guidance and first-level support, escalating more complex issues to the next level, and run reports and follow up as required.

optional section (only if needed)

In accordance with the needs and priorities of the office, the incumbent may also provide services from among the following duties: 

• Undertake and complete a range of administrative and operational support services encompassing general administration and office support, HR, finance and travel and logistics. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with applicable standards.
• Play a proactive role in the integration and coordination of support services. Oversee and guide the work of support staff as required and ensure a smooth flow of office work and information within the work unit and with other units.
• Prepare, draft and finalize correspondence including of a non-routine nature requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards. Provide informal translations.
• Initiate, process and follow up on HR administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Respond to inquiries and provide general HR-related information to staff. Provide a broad range of HR-related services as required.
• Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for authorizing and effectuating expenditures and make adjustments to optimize utilization of funds. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.
• Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions. Provide guidance and assistance to staff relating to arrival, departure and official travel formalities. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.
• Organize and coordinate meetings, workshops and other events. Lead secretariat support services and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.
• Ensure the work unit’s filing systems are maintained, accessible and efficient. Ensure the update of websites and databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.
• Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to staff with the view to building knowledge.
• Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
• Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
• Perform other relevant duties as assigned.

Minimum Requirements

Education

• Completion of secondary school education. Training in an area related to general administration and office support.

Experience

• Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

• Excellent command of English. Working knowledge of another official language of the Organization or an official national language of the duty station.

Source: https://jobs.ilo.org/job/Bangkok-Executive-Assistant,-ROAP/1080483001/