Administration Associate (Assistant to the Regional Director)

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

• Coordinate the flow and prioritization of correspondence to and from the Director’s Office.

• Receive and screen all regular and confidential correspondence which requires the attendance of the Director.

• Draft minutes of meetings and routine correspondence related to the Director’s work.

• Prepare a variety of materials such as correspondence, reports and papers.

• 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.

• Plan and organise daily work, and take independent and timely decisions to meet objectives.

• Monitor the implementation of action points related to management meetings.

• Maintain a tracking system to ensure the timely completion of tasks.

2. Communication and information management

• Compose important and confidential correspondence and justifications as required by the Director on tasks within the area of responsibility.

• Research and provide background material for the Director in advance of meetings.

• Summarise highlights of management meetings and disseminate information reports, etc. from meetings and ensure follow up action is taken when required.

• Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Director’s absence.

• Maintain the Director’s calendar of official engagements/coordinate and manage the calendar commitments.

• Monitor day-to-day functioning of the Director’s office.

3. Administrative and Logistics Support

• Establish an efficient electronic and maintain filing, hard-copy filing system for the Director’s office, including confidential documents and records.

• Ensure travel and accommodation arrangements are made in a timely manner.

• Arrange appointments and coordinate programmes for visiting VIPs, arrange meetings with senior government officials within the Asia Region.

• Maintain strict compliance with confidentiality required on documentation and information received.

• Responsible for all protocol related assignments.

• Verification of payroll of personnel in the Director's office.

• Lead the logistics and support for regional retreats and workshops.

4. Team Management

• 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.

• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• 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. 

• Experience as an Assistant to a Director in a similar field of work or exposure would be an asset. 

• Knowledge of UN rules and regulations, government directory, NGOs, UN agencies, embassies, other offices, etc. will be an asset. 

• Prior experience in liaising with Ministries and good understanding of protocol is an asset. 

• Proficiency in the usage of computers and G Suite applications as well as web-based management systems is desirable.

Language Requirements:

• Full working knowledge (Fluency) in English and Thai (oral and written) is a requirement.