Administrative Assistant (For Thai National Only)

Contract

This is a SC-5 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-5 contracts.

Background

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.

The UN Women Regional Office for Asia and the Pacific (ROAP) addresses gender equality and women’s empowerment challenges in the Asia-Pacific region, including deeply embedded discriminatory social norms and practices that perpetuate inequalities based on gender and other intersectional identities (e.g. ethnicity, class, region, age, disability, migratory status, and sexual orientation and gender identity, among others). The Regional Office works across the following areas: Governance and Inter-governmental support (including on Gender Statistics); Women’s Economic Empowerment (including Migration, Ending Violence Against Women; Women, Peace and Security; Climate Change, Disaster Risk Reduction and Humanitarian Action. Covering 42 countries within Asia and the Pacific, it exercises its triple mandate and functions i.e. Normative, Coordination and high-quality programming at a regional level and in support of UN Women’s offices and UN Country Teams in 24 countries across the region. The UN Women Asia Pacific Regional Office also oversees and manages programming in programme presences.

Administrative Assistant works in close collaboration with the Administrative Team, Operations Unit in UN WOMEN’s Regional office and under daily supervision of Administrative Associate, this position supports the office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate 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.

Duties and Responsibilities

1. Provide administrative support to processing and facilitating proper documentation management

• Store, manage, and track documents in a SharePoint database;
• Manage records management procedures and policies including documentation, record, retention, and retrieval.
• Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
• Route documentations from country offices to the proper unit for processing;
• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.

2. Provide administrative support to travel arrangements and office transportation

• Support travel and hotel arrangements for ROAP Operations staff and visitors including process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys

• Work closely with the driver and oversee driving activities.

• Review log of fuel usage

• Arrange for insurance coverage for office vehicles and other assets as required.

3. Coordinate assets management, office space management and seating arrangement for the office.

• Maintain the assets management in the office, prepare and submit periodic inventory report;
• Inspect and verify of all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users;
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Maintain inventory records;
• Provide support the annual physical inventory verification exercise by checking the accuracy of records and location of property;
• Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
• Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
• Process micro-purchase procurement requests;
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation.
• Support to office space and seating arrangement, floor plan, and relevant purchase of office furniture
• Support to maintenance of premises and common services, office insurances and management of document storage.
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution.

4. Provide administrative support to the organizing of the Regional Office's Operations meetings.

• Prepare presentation materials;
• Arrange the logistics of the RO's operations meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
• Finalize memoranda, list of participants; and send letters of invitation and other documents;
• Attend meetings, prepare minutes, and monitor follow up activities.

5. Provide administrative support to financial services

• Prepare materials, estimates and other documents to support budget review, planning and preparation;
• Handle applications for VAT exemption documents for vendors/suppliers, regularly monitor and follow up to obtain them timely

6. Provide administrative support to knowledge building and knowledge sharing

• Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;

Key Performance Indicators

• Adherence to UN Women rules and regulations;
• Timely and quality procurement services;
• Perform duties in a transparent and cost-effective manner;
• Quality organization of files; timely routing of documents;
• Timely support to team.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web based management skills;
• Ability to extract and interpret data;
• Ability to work well under pressure and meet deadlines.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required;
• Bachelor's degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 5 years of progressively responsible experience in administration, procurement or related experience;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc);
• Experience in Enterprise Resource Management System (ERP) is an asset.
• Experience working with UN Agencies is an asset.

Language Requirements:

• Fluency in English and Thai is required;
• Knowledge of the other UN official working language is an asset.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)