Administration Associate (Assistant to the Regional Director)
Bangkok
- Organization: UNOPS - United Nations Office for Project Services
- Location: Bangkok
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Managerial positions
- Closing Date: 2024-05-20
Functional Responsibilities
With supervisory responsibility of an Administration Clerk and a Driver, and under direct supervision of the Regional Director, the Assistant to the Director shall be responsible for performing the following duties:
1. Secretarial Support
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Coordinate the flow and prioritization of correspondence to and from the Director’s Office.
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Receive and screen all regular and confidential correspondence which requires the attendance of the Director.
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Draft minutes of meetings and routine correspondence related to the Director’s work.
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Prepare a variety of materials such as correspondence, reports and papers.
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Identify and prepare briefing on priority areas related to correspondences and route correspondences to senior management team members under whose competence a particular enquiry falls and follow-up to ensure action is taken.
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Plan and organise daily work, and take independent and timely decisions to meet objectives.
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Monitor the implementation of action points related to management meetings.
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Maintain a tracking system to ensure the timely completion of tasks.
2. Communication and information management
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Compose important and confidential correspondence and justifications as required by the Director on tasks within the area of responsibility.
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Research and provide background material for the Director in advance of meetings.
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Summarise highlights of management meetings and disseminate information reports, etc. from meetings and ensure follow up action is taken when required.
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Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Director’s absence.
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Maintain the Director’s calendar of official engagements/coordinate and manage the calendar commitments.
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Monitor day-to-day functioning of the Director’s office.
3. Administrative and Logistics Support
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Establish an efficient electronic and maintain filing, hard-copy filing system for the Director’s office, including confidential documents and records.
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Ensure travel and accommodation arrangements are made in a timely manner.
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Arrange appointments and coordinate programmes for visiting VIPs, arrange meetings with senior government officials within the Asia Region.
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Maintain strict compliance with confidentiality required on documentation and information received.
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Responsible for all protocol related assignments.
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Verification of payroll of personnel in the Director's office.
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Lead the logistics and support for regional retreats and workshops.
4. Team Management
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Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
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Provide oversight, ensuring compliance by team members with existing policies and best practices.
Education/Experience/Language requirements
- Completion of secondary school education is required.
- A University Degree, preferably in Business Administration, Public Administration, Finance, Economics, or in related fields is an advantage and can substitute for some of the required years of experience.
Experience:
- Minimum six (6) years of relevant experience preferably in general Administrative logistics, or operations support services in national or international public or corporate organizations.
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Experience as an Assistant to a Director in a similar field of work or exposure would be an asset.
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Knowledge of UN rules and regulations, government directory, NGOs, UN agencies, embassies, other offices, etc. will be an asset.
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Prior experience in liaising with Ministries and good understanding of protocol is an asset.
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Proficiency in the usage of computers and G Suite applications as well as web-based management systems is desirable.
Language Requirements:
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Full working knowledge (Fluency) in English and Thai (oral and written) is a requirement.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.