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Administration Assistant

Bangkok

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bangkok
  • Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2025-02-25

Job categories Administration
Vacancy code VA/2025/B0051/29704
Department/office AR, AROD, Office of the RD
Duty station Bangkok, Thailand
Contract type Local ICA Support
Contract level LICA-4
Duration Ongoing subject to organizational requirements, availability of funds and satisfactory performance
Application period 11-Feb-2025 to 25-Feb-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Summary of Key Functions

  1. Maintenance of the registry system

  2. Administrative Support 

  3. Administers  transport services, focusing on achievement of the following results

  4. Support to knowledge building and knowledge sharing

1. 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;

2. 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

3. 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.


4. 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.