Administrative Assistant

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Application deadline 11 months ago: Monday 3 Apr 2023 at 00:00 UTC

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Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

The Operations Management team of UN Women ROAP comprises of finance, human resources, ICT, procurement, administration, and resources management, providing operational support and advice to ROAP management and programme teams as well as M/COs and Project Offices in the Asia and the Pacific region.

Under the overall guidance of the Regional Operations Manager, the direct supervision of the Administrative Associate, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach and works in close collaboration with the Operations, Programme, and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery

The UN Volunteer will undertake the following tasks:

Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent); Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required; Arrange the logistics of the RO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants; Provide administrative support to conferences, workshops, retreats; Provide administrative support to office transportation; Provide administrative support to property management; Maintain filing system ensuring safekeeping of confidential materials. Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required; Maintain records on assets management and prepare required reports; Maintain files and records relevant to office premises and related maintenance; Support the preparation of Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Create and upload vacancy announcement and PA Call of Proposals, compile matrixes, organize interview panels, and other tasks, as assigned; Maintain staffing lists and reports, as required; Facilitate trainings for the operations/projects staff on administration.

Results/expected outputs:

As an active UN Women team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN Women and its beneficiaries in the accomplishment of her/his functions, including:

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies Provide administrative support to office and assets management Provide administrative support to the implementation of Human Resources services Provide administrative support to knowledge building and knowledge sharing

☒ Accountability ☒ Adaptability and Flexibility ☒ Building Trust ☒ Client Orientation ☒ Commitment and Motivation ☒ Commitment to Continuous Learning ☒ Communication ☒ Creativity ☐ Empowering Others ☒ Ethics and Values ☒ Integrity ☐ Judgement and Decision-making ☐ Knowledge Sharing ☐ Leadership ☐ Managing Performance ☐ Planning and Organizing ☒ Professionalism ☒ Respect for Diversity ☒ Self-Management ☒ Technological Awareness ☐ Vision ☒ Working in Teams

administration and/or procurement and/or HR and/or logistic support service. Skills and experience description

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). • Experience in the use of ERP systems is an asset.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Benefits and Entitlements: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service. See Annex 05 for allowances.

Monthly living Allowance (per month) is around 47,500 Thai Baht Entry Lump Sum (one-time payment) USD 400 Exit Allowance (for each month served paid on completion of assignment) USD 112.82 Medical and Life Insurance Coverage

Leave entitlements: Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified Sick Leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days

Added 1 year ago - Updated 11 months ago - Source: unv.org