Operations Administrative Associate
Coordinate administrative and operational support at Bangkok CSC.
Overview
Coordinate administrative and operational support at Bangkok CSC.
You have:
- Demonstrated interest or experience (up to three years) in supporting capacity development activities and conferences, including logistical arrangements and coordination with facilitators, caterers and hosts.
- Prepare and maintain agendas on meetings and events related to the work group commitments.
- Using project management tools to organize, schedule, prioritise and track tasks within a project.
- Communicating effectively and diplomatically, considering sensitivity of how messages may be perceived (both verbal and written).
- Organizing, visualizing and presenting data, tailoring visuals to highlight key insights and using AI tools and digital platforms to collect information.
Contract
This is a UNV contract. More about UNV contracts.
As part of new business model, the post will be part of a Common Service Centre located in Bangkok, Thailand, to operate as an Operational Hubs for all UNICEF entities based in Thailand including HQ divisions. The Operations Administrative Associate will be accountable for coordinate among key stakeholders to support and ensure procedural and specialized communications, operational and administrative support services under accountabilities Bangkok Operational Hub (Bangkok CSC). The Operations Administrative Associate will execute a broad variety of routine regular administrative transactional tasks and some specialized responsibilities for the respective section/office, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. This includes but is not limited to data tracking, monitoring, knowledge sharing/management and reporting on operational-related information under Bangkok CSC’s scope.
It is worth noting that this assignment covers a broad range of functions under operations and back-office support focusing on some areas with great depth. UN Volunteer will benefit from various learning opportunities available throughout the assignment including access to UNICEF global online learning platform (Agora) that offers learning pathways to individuals professional development, participating in webinars, knowledge sharing, partnership engagement experience and stakeholder coordination.
Under the direct supervision of Deputy Representative Operations who serves as a head of Common Services Centre (CSC), the UN Volunteer will undertake the following tasks :
- Documentation and communication flow Monitoring:
- Assist in monitoring communications, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/ follow up.
- Provides support on document / presentation preparation, update project implementation status also operational, and financial closure.
- Support in preparing and maintaining records, documents and control plans for the monitoring of an office and/or project/programme implementation.
- Office Planning & Project Management
- Support in ensuring the availability of timely, complete and accurate information and data for preparing section/office work plans and project management plans.
- Assist in basic research and perform comparative analysis of office and/or project/ programme related data.
- Support monitoring of work plan/project implementation against established milestones and make recommendations to improve performance.
- Help ensure timely compliance with agreed deadlines. · Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
- Procurement
- Help facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR and making necessary logistical arrangements.
- To support in maintaining up-to-date records
- Knowledge Management
- To assist in facilitating the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
- Assist in managing incoming and outgoing correspondences
- Support in communicating routine and some non-routine information pertaining to the work of the team.
To assist in maintaining the office filing and reference systems, both traditional and digital.
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
- Managing Performance
- Planning and Organizing
- Professionalism
- Respect for Diversity
- Self-Management
- Technological Awareness
- Vision
- Working in Teams
Demonstrated interest or experience (up to three years) in :
- Supporting capacity development activities and conferences, including logistical arrangements and coordination with facilitators, caterers and hosts.
- Preparing and maintaining agendas on meetings and events related to the work group commitments.
- Using project management tools to organize, schedule, prioritise and track tasks within a project
- Communicating effectively and diplomatically, considering sensitivity of how messages may be perceived (both verbal and written).
- Organizing, visualizing and presenting data, tailoring visuals to highlight key insights and using AI tools and digital platforms to collect information.
Skills in :
Problem Solving :
- Compare different sets of information to identify correlations and differences
- Analyze information to identify the root cause of problems and possible risks
Digital Dexterity :
- Use AI tools and digital platforms to collect information
- Assess AI generated tasks for accuracy and effectiveness
- Use key organizational business systems and digital platforms
- Manage and organize digital documents and files in alignment with digital workforce policies and culture
- Safeguard documents ensuring confidentiality and managing data risks
Living in Bangkok offers a vibrant, fast-paced urban lifestyle combining high-end modern amenities, exceptional food, and a low cost of living compared to Western cities. It features, however, intense heat/humidity, notorious traffic congestion, and significant seasonal air pollution. Modern condos with pools/gyms are plentiful, and it is a major, affordable, and well-connected hub. Cost of living is generally affordable and there are a wide range of options for accommodations to fit individual lifestyles. While traffic is quite busy similar to other big cities, using public transport like subway (MRT) and Sky train (BTS) is imperative for managing commuting time. Air quality during the last few months of the year could be poor. Locals are friendly and always welcome visitors.
Potential interview questions
| Can you describe a time when you had to coordinate with multiple stakeholders? | This question assesses your communication and stakeholder management skills. | Discuss how you identified the stakeholders, organized communication, and the outcomes achieved. |
| How do you prioritize tasks in a busy work environment? | This question evaluates your organizational and time management skills. | Pro members can see the explanation. |
| Explain how you would handle a conflict between team members during a project. | Pro members can see the explanation. | Pro members can see the explanation. |
| What methods do you use to ensure accuracy in your work? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe a situation where you had to adapt quickly to changes in a project. | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you provide an example of when your communication skills successfully influenced a decision? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle tight deadlines, especially when managing multiple tasks? | Pro members can see the explanation. | Pro members can see the explanation. |
| What tools have you used for project management and why do you prefer them? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 9 days ago
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Updated 4 hours ago
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Source:
unv.org
