Administrative Assistant (G5)

Background and Organizational Context

The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on growing the area’s capability to advertise and speed up motion on its contribution in the direction of attaining the Sustainable Growth Targets (SDGs). In so doing, it implements the UNDP Strategic Plan in Asia and the Pacific and delivers UNDP’s partnerships inside the area and with improvement actors within the area. The Bangkok Regional Hub (BRH) of RBAP is the presence which helps the work of the 25 workplaces within the area. The Operations Assist Staff (OST) of BRH is a supplier of a wide range of time-sensitive operational providers to shoppers of the Hub, the UNDP Thailand Nation Workplace [CO] and different businesses which UNDP helps in Thailand.

Beneath the general steering and supervision of the Administrative Affiliate, and in step with UN guidelines and laws, the Administrative Assistant supplies help to workplace operations performing a wide range of administrative processes guaranteeing top quality and accuracy of labor. The Administrative Assistant promotes a consumer, high quality and results-oriented strategy.

The Administrative Assistant works in shut collaboration with OST and different workers in BRH, UNDP Thailand Nation Workplace and different UN businesses’ workers to information, trade data and guarantee constant service supply.

Place Objective

The Administrative Assistant ensures that each one protocol and different Administrative associated features in his/her space are expedited according to UNDP laws and people of nationwide authorities, is guided by his/her supervisor and HR Analyst.  Well timed and correct service provision is vital to personnel as their employment contracts are issued/prolonged/terminated and associated protocol/administrative help have to be offered by the group.

Key Duties and Accountabilities

1.) Ensures implementation of operational methods, by means of:

• Full compliance of administrative actions with UN/UNDP guidelines, laws, insurance policies and techniques;
• Provision of inputs to preparation of staff’s results-oriented work plans;
• Within the absence of the Administrative Affiliate, characterize UNDP at OMT group of observe [COP], as wanted, on protocol to contribute to UN system-wide decision of associated issues with nationwide authorities or present inputs in bettering SOPs.

2.) Present administrative and logistical help, by means of:

• Be updated on insurance policies and procedures of Ministry of International Affairs, Customs and different key departments as wanted, sustaining good working relationship with key interlocutors on the Ministry and related authorities so as to have the ability to conduct the foregoing actions effectively and successfully;
• Assist the Administrative Affiliate with preparations of correct visas, keep permits, driving licenses, id playing cards and different paperwork in accordance with necessities of the United Nations and nationwide authorities for employees members, their dependents and different colleagues. Managing all correspondence with nationwide authorities in relation to those protocol preparations;
• Assist incoming workers members with clearances of private results and privileged car according to UN privileges and Host Nation Settlement;
• Preparations for VIP arrival/departures together with customs and immigration processes and so on.;
• Upkeep of the submitting system guaranteeing safekeeping of confidential supplies;
• Preparation of annual itemizing of UNDP official and personally owned automobiles for submission for renewal of registration to nationwide authority;
• Assist workers with renewal of UNLP;
• Assist Administrative Affiliate with compilation of knowledge for preparation of cost-recovery payments for protocol providers.

3.) Help property administration, by means of: 

• Bodily verification of property for BRH, Thailand CO and consumer businesses as wanted.

4)   Helps information constructing and information sharing within the Regional Hub, by means of:

• Participation within the coaching for the operations/tasks workers on protocol procedures and different associated administrative areas;
• Sound contributions to information networks and communities of observe.

Necessities

Schooling

• Secondary Schooling is required;
• College Diploma in Enterprise, Public Administration, Social Sciences or associated fields will likely be given due consideration.

Expertise, Information, and Expertise

• Minimal of 5 years (with highschool diploma) or 2 years (with bachelor’s diploma) of progressively accountable administrative expertise is required on the nationwide or worldwide degree;
• Information of Authorities of Thailand laws and procedures referring to visa, customized clearance and protocol issues could be a definite benefit;
• Expertise working within the UN/ worldwide organizations could be a definite benefit;
• Expertise within the utilization of computer systems and workplace software program packages (MS Phrase, Excel, and so on.) is required;
• Information of ERP techniques (similar to PeopleSoft, Oracle Cloud, and so on.) are fascinating;

Language Requirement

• Fluency in English and Thai is required.

Anticipated Demonstration of Competencies

Core

Obtain Outcomes: LEVEL 1: Plans and displays personal work, pays consideration to particulars, delivers high quality work by deadline.

Suppose Innovatively: LEVEL 1: Open to inventive concepts/recognized dangers, is pragmatic drawback solver, makes enhancements.

Be taught Repeatedly: LEVEL 1: Open minded and curious, shares information, learns from errors, asks for suggestions.

Adapt with Agility: LEVEL 1: Adapts to alter, constructively handles ambiguity/uncertainty, is versatile.

Act with Willpower: LEVEL 1: Exhibits drive and motivation, capable of ship calmly in face of adversity, assured.

Have interaction and Associate: LEVEL 1: Demonstrates compassion/understanding in the direction of others, types constructive relationships.

Allow Variety and Inclusion: LEVEL 1: Respect/respect variations, conscious of unconscious bias, confront discrimination.

Cross-Useful & Technical competencies 

Enterprise Administration – Communication: Skill to speak in a transparent, concise and unambiguous method each by means of written and verbal communication; to tailor messages and select communication strategies relying on the viewers.

Enterprise Administration – Buyer Satisfaction/ Consumer Administration: Skill to reply well timed and appropriately with a way of urgency, present constant options, and ship well timed and high quality outcomes and/or options to satisfy and perceive the actual prospects’ wants.

Enterprise Administration – Operations Administration: Skill to successfully plan, manage, and oversee the Group’s enterprise processes with a purpose to convert its property into the most effective leads to essentially the most environment friendly method.  Information of related ideas and mechanisms.