Administration Assistant

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Description

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Under the direct supervision of the Assistant to the Regional Director for UNOPS Asia Pacific Region (APR), the Administration Assistant is to provide general administrative support to the Office of the Regional Director (ORD). The Administrative Assistant is expected to contribute towards strengthening support services in the ORD.

In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant promotes a client, quality and results-oriented approach.

S/he will demonstrate a client-centred approach, tact and ability to work with people of diverse national and cultural backgrounds.

Under the guidance and supervision of the Assistant of the Regional Director, the Administration Assistant will provide support towards efficient management of administrative services to the ORD team.

 Functional Responsibilities:

• Summary of Key Functions
• Maintenance of the registry system
• Administrative Support 
• Administers  transport services, focusing on achievement of the following results
• Support to knowledge building and knowledge sharing

Ensures maintenance of registry/filing system (hard copy and online) focusing on achievement of the following results:

• Maintenance of the office filing system;
• Preparing accurate inventory lists and adequate property records for the office as well as for projects.
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents;
• Provide photocopies of materials from the confidential registry files, as requested by authorized  staff;
• Careful monitoring of the movement of equipment into and within the area of responsibility.
• Maintenance of records system of file movements within the office; maintenance of the office circulation and reading files;
• Assist with the preparation of correspondence and reports;

Administrative Support :

• Provide clerical support in preparation and organization of events hosted by Office of the Regional Director; such as collecting travel information, booking hotel rooms, making sure meal/coffee breaks are set on time, keeping record of attendees, 
• Ensure provision of effective mail/office email management (as delegated) focusing on achievement of the following results;
• Receipt, registration, coding and forwarding of incoming letters to the Office of the Regional Director (ORD) and distribution of all necessary copies;
• Registration and dispatch of the outgoing communications, including courier services, and follow-up distribution.
• Maintenance of a stock control and supply system for all ORD visibilities gift items items for events, trainings; and workshops;
• Provide clerical assistance and support in compilation of procurement data such as quotations from vendors for price comparison purpose;
• Cover the clerical functions of the Assistant to Regional Director in his/her absence

Administers  transport services, focusing on achievement of the following results :

• Provides information on air services, rates and travel schedules for specific itineraries;
• Registration of travel of APR ORD colleagues including visa requirements for mission travel, payment processing for tickets, DSA, other travel-related expenses and petty cash payment processing; Answer/handle all queries (by mail, email, telephone or in person) with discretion.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
• Sound contributions to knowledge networks and communities of practice
• Promoted team-building within the ORD

Impact of Results:

The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.  Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

 Education/Experience/Language requirements:

Education:

•  Secondary school completion is required. 
• First University Degree in Business Administration, Public Administration or equivalent disciplines is preferred. In the absence of a degree, administrative certification is an asset.

Experience:

• A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results. 
• Ability to work with computer and office software packages (Google such as Gmail, google drive, google calendar, etc.) and knowledge of spreadsheet and database packages
• Prior experience in UN system organizations is desirable.

Language Requirement:

• Full working knowledge of English and Thai 
• Knowledge of another official UNOPS language is an asset.

Source:  https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29704#1

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