The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.
Duties and Responsibilities :
Under the general guidance and supervision of the Country Manager in Papua New Guinea Country Office, the incumbent responsibilities include the following:
Summary of Key Functions :
Administration and Travel Support
Knowledge building and Knowledge Sharing
Administration and Travel Support:
Coordinate the flow and prioritization of correspondence to and from the Country Manager’s Office. Receive and screen all regular and confidential correspondence which requires the attendance of the Country Manager.
Draft minutes of meetings and routine correspondence related to the Country Manager’s work.
Respond or draft responses to a wide range of correspondence and other communication.
Identify and prepare briefing on priority areas related to correspondences and route correspondences to senior management team members under whose competence a particular enquiry falls and follow-up action done.
Plan and organize daily work, and take independent and timely decisions to meet objectives.
Monitor the implementation of action points related to management meetings.
Maintain a tracking system to ensure the timely completion of tasks.
Compose important and confidential correspondence and justifications as required by the Country Manager on tasks within the area of responsibility.
Establish an efficient electronic and maintain filing, hard-copy filing system for the Country Manager’s office, including confidential documents and records.
Research relevant information and provide background material for the Country Manager in advance of meetings.
Summarize highlights of management meetings and disseminate minutes, information, reports, etc. from meetings and follow up action taken when required.
Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Country Manager’s absence.
Maintain the Country Manager’s calendar of official engagements/coordinate and manage the calendar commitments.
Make sure that all background documents, talking points and speeches are prepared on time, organized and available prior to the meetings and/or missions
Monitor day-to-day functioning of the Country Manager’s office.
Liaise with the high level stakeholders including government, UN agencies and diplomatic entities related to all relevant protocol matter.
Ensure travel and accommodation arrangements are made in a timely manner.
Maintain strict compliance with confidentiality required on documentation and information received.
Responsible for all protocol related assignments
Provide oversight, ensuring compliance by team members with existing policies and best practices.
Supervisor the pooled car Driver and manage the utilization of vehicle
Assist in project management support activities as delegated by the Country Manager.
Knowledge building and Knowledge Sharing:
Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Impact of Results :
The effective and successful achievement of results by the Administration Senior Associate directly impacts on the compliant execution of administrative processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.
Education/Experience/Language requirements:
Education:
Completion of Secondary education is required.
First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate some of the required years of experience.
Experience:
Minimum six (6) years of experience in providng support in the field of administration, operations, secretarial services or related field in combination with high school diploma is required
Experience as an assistant to a Country Manager/Director in a similar field of work or exposure would be an asset.
Knowledge of UN rules and regulations,, NGOs, UN agencies, embassies, other offices, etc. will be an asset.
Prior experience in liaising with government Ministries, Departments and Agencies and good understanding of related communication protocols is an asset.
