Administrative Assistant
Bangkok
- Organization: UNDP - United Nations Development Programme
- Location: Bangkok
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Closing Date: 2024-12-05
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP is the frontier organization for sustainable development in the UN Development System and serves as the integrator for actions at regional, national and local levels to achieve the Sustainable Development Goals (SDGs). Across Asia and the Pacific, UNDP helps countries formulate and implement their own solutions to address urgent development challenges. It implements the UNDP Strategic Plan (2022-2025) in the region through the Bangkok Regional Hub (BRH), various Country Offices (COs) and the Global Policy Network (GPN) which provides policy and programme advice to ensure alignment of country programmes with regional and global and corporate priorities. Several integrated solutions are identified in the Strategic Plan which include the following:
- Disaster Risk Reduction and Recovery for Building Resilience
- Environment and Energy
- Poverty and Inequality
UNDP’s Environment and Energy team within the GPNs leading the implementation of the project. The Environment and Energy team works with governments, civil society, and private sector partners to integrate natural capital, environment, and climate concerns into national and sector planning and inclusive growth policies; support country obligations under Multilateral Environmental Agreements; and implement the UN’s largest portfolio of in-country programming on the environment, climate change, and energy. This multi-billion dollar portfolio encompasses: Biodiversity and Ecosystem Services including forests; Sustainable Land Management and Desertification including food and commodity systems; Water and Ocean Governance including SIDS; Climate Change Mitigation and Adaptation; Renewable and Modern Energy; Extractive Industries; Chemicals and Waste Management; Environmental Governance and Green/Circular Economy and SCP approaches. This work advances crosscutting themes on innovative finance, digital transformation, capacity development, human rights, gender equality, health, technology, and South[1]South learning. UNDP's Nature, Climate and Energy practice spans 137 countries, with a portfolio directly benefiting 86 million people. Our support to Governments focusses on enabling an inclusive, resilient, green recovery by: building competency to accelerate access to sustainable energy and climate and nature-positive policies and finance; scaling capacity to ensure No One is Left Behind; catalyzing SDG and Paris-aligned investments (public and private); delivering client-focused solutions that respond to countries' immediate, mid- and long-term recovery and socio-economic development priorities; and leveraging our on-the-ground presence and networks to unlock bottom-up solutions that deliver lasting impacts at country level.
In addition to UNDP’s bilateral partnerships on nature climate and energy, UNDP is an accredited multilateral implementing agency of the Green Climate Fund (GCF), the Multilateral Fund (MLF), and the Global Environment Facility (GEF) which includes the Global Environment Facility Trust Fund (GEF Trust Fund); the Nagoya Protocol Implementation Fund (NPIF); the Least Developed Countries Fund (LDCF); and the Special Climate Change Fund (SCCF). As part of UNDP’s partnership with these vertical funds, UNDP provides countries specialized integrated technical services for eligibility assessment, programme formulation, capacity development, policy advice, technical assistance, training and technology transfer, mobilization of co-financing, implementation oversight, results management and evaluation, performance-based payments and knowledge management services. The Environment and Energy team focuses on managing the oversight of climate and environmental financial resources from global trust funds to catalyze and unlock other types of public and private financing for sustainable development. This includes oversight of the design as well as implementation phase of projects (together with Country Offices and Regional Bureaus), as well as portfolio level oversight and management.
Under the overall guidance of the Environment and Energy Regional Team Leader for Asia and the Pacific and direct supervision of a Programme and Management Support Analyst, the Administrative Assistant provides administrative support services ensuring high quality, accuracy and consistency of work.
The Administrative Assistant works in close collaboration with the Administrative Associate, Programme Assistants, Regional Technical Advisors/Specialists, and Operations Support Team (OST) of the Bangkok Regional Hub (BRH) to support the Environment and Energy Team.
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, provide a brief, one paragraph summary of the position’s key objectives, contributions and scope of responsibilities to serve as an introduction to the Key Duties and Accountabilities.
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
- Be responsible for Environment and Energy Team procurement processes under the rules and regulations of UNDP, including preparation of requisition, purchase order, bids or proposals, and their preliminary evaluation.
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
- Prepare requisitions and purchase orders for contracts of national and international consultants, travel authorizations, procurement of goods.
- Liaise with the Operations Support Team (OST), UNDP’s travel agent and other units for necessary administrative, procurement and financial matters as appropriate;
- Perform any other duties as required by the supervisor in relation to the team objectives;
- Provision of inputs to preparation of administrative team results-oriented work plans.
Ensures Support to management and analysis of Environment and Energy Team portfolio focusing on achievement of the following results:
- Liaise with Environment and Energy Team to maintain up-to-date information for overall team portfolio, e.g. resource mobilization.
- Collect and compile relevant information for analysis and presentation.
- Responsible for good maintenance of team data on shared space.
- Support the team on internal and external audits.
- Translation of simple correspondences, when needed.
Ensures effective administrative and logistical support, focusing on achievement of the following results:
- Performance of a buyer role and preparation of POs for travel activities;
- Arrangements of travel and hotel reservations, preparation of travel authorizations, DSA and security clearances, processing requests for visas, document and material for the mission. Maintain supporting documents related to official missions needed to settle travel claims and for audit purposes according to UNDP Regulations and Rules (i.e. ticket stubs; receipt related to hotel bills, visas, DSA, security clearance requirement, etc.);
- Administrative support to conferences, workshops, retreats;
- Maintenance of the filing system ensuring safekeeping of confidential materials;
- Extraction of data from various sources;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
- Meetings and workshops: Support the preparation of the team workshops and provide all logistical services; collect and maintains all relevant documents and presentations; organize and coordinate RCU team meetings and prepare corresponding minutes, including follow-up.
Provides support to office maintenance and record management, focusing on achievement of the following results:
- Maintaining team members’ missions, absence record, a calendar of events (national and regional) and team’s contact details for the purpose of the periodic activity report for the Bangkok Regional Hub and the Bureau at the Headquarter as required;
- Engaging with BRH, RBAP and BPPS colleagues in the support to the existing Service Tracker and in the development of any new staff movement or service tracking system;
- Good maintenance of office administrative files including asset registration and inventory records.
Support knowledge building and knowledge sharing in the BRH, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on administration.
- Sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: None
Core Competencies:
- 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
People Management Competencies:
- UNDP People Management Competencies can be found on the dedicated site.
Cross-Functional & Technical Competencies:
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 fulfil 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.
Business Direction & Strategy – Business Acumen
- Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
- Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.
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 – Risk Management
- Ability to identify and organize action around mitigating and proactively managing risks.
Procurement – Contract Management
- Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
Procurement – Procurement Management
- The ability to acquire goods, services or works from an outside external source.
Procurement – Sourcing
- Ability to find, evaluate and engage suppliers of goods and services.
Required Skills and Experience
- Secondary education is required.
- University Degree in Business Administration, Public Administration, Economics or Social Science or equivalent field will be given due consideration but is not a requirement.
- Certification in administration desirable.
- A minimum of 5 years (with Secondary education), or minimum 2 years (with Bachelor’s degree) of progressively responsible administrative or programme experience is required.
- Previous work experience in an international organization, UN agency or international NGO or in the travel or event industry would be an advantage.
- Experience in the usage of computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
- Knowledge of Atlas, Quantum or other ERP systems such as Oracle Cloud, PeopleSoft, etc. is desirable.
- Fluency in English and Thai, both oral and written is required.
Applicant information about UNDP rosters
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.