Administration Senior Associate

United Nations Office for Project Services

Bangkok, Thailand

Experience: 3 to 5 Years

Skill Required: HR and Admin

Under the overall guidance and supervision of the BSSC Manager, the incumbent manages a team, performing a range of specialized, technical and general, administrative support services, and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Administration Senior Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.
Functional Responsibilities:
Summary of Key Functions:
  • Management of administrative support and office operations
  • Administrative, Logistics, Asset Management Services
  • Protocol Services
  • Team Management
  • Information and Knowledge Management
Management of administrative support and office operations :
  • Overall management of office premises; follow-up with the lessor (ESCAP) regarding contractual arrangement/office lease renewal.
  • Manages the maintenance/repair/washing/painting work of the office premises and environment.  Supervision of the cleaning and maintenance team to ensure effective and efficient services are provided.
  • Monitors and ensures the timeliness and quality of administrative tasks of the team on a daily basis, e.g. provision of reliable and quality office supplies, maintenance and cleaning of common premises and common services, efficient general reception, information services and reliable registry services.
  • Any other related administrative or operational support task assigned by the supervisor.
Administrative, Logistics, Asset Management Services:
  • Ensures effective and efficient provision of logistics and asset management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies and strategies.
  • Ensures effective supervision of the operations of a specialized unit engaged in different administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity
  • Administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
  • Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.
  • Manages and provides administrative support to key events (e.g. conferences, workshops, and retreats) on a timely and quality basis.
  • Supports the process of hotel reservations, airport pickups , hospitality, protocol, customs and immigration support for visiting UN officials as necessary.
  • Manages, coordinates and supervises processes and services in shipments and customs clearance, events management, supply and assets management services, inventory control, issuance of inventory items and supplies, transportation services, building/facilities/space management, office supplies.
  • Certifies and reviews administrative tasks within the protocol, visa and stay permit-related services.   
  • Supervises directly or indirectly transportation and logistic services, including personnel/outsourced service providers.
  • Ensures the office has effective courier services. Manages liaison with courier companies, manages payments and ensures communication and access to office, including coordination with ESCAP to ensure effective delivery of documentation.
  • Manages and performs procurement and payment tasks for Bangkok Support Office expenses, including office space rental, internet services, copy machines, furniture, and stationery. 
  • Manages and verifies Bangkok Support Office monthly petty cash.   
  • Organizes procurement processes, including preparation of RFQs, ITBs or RFPs documents for travel & related services, office equipment, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Confirms availability of funds prior to review by supervisor; creation of vendor set-up information in oneUNOPS and controls of supporting documents of funds and activities.
  • Supports UNOPS’ administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Protocol Services:     
  • Authoritatively interprets protocol related organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
  • Guides and manages protocol matters, ensuring efficient delivery of client services, including registration of and advisory services to staff, and host government authorizations.
  • Provides and manages protocol services for all UNOPS personnel and UNOPS partner personnel and their dependents in Thailand, including the Asia Regional office-Office of the Regional Director (AR-ORD), the South East Asia and Pacific Multi-Country Office (EAPMCO), ARHC, Regional Health Cluster, MMCO (Myanmar) personnel based in Thailand, Bangkok Shared Service Center (BSSC)  and other UNOPS HQ units and Cost Centres with personnel in Thailand. 
  • Manages and keeps track of the stay permit extension and re-entry visa renewal for all personnel permanently and temporarily based in Thailand.
  • Manages and provides support for the request of Thai entry visa and other official documents including meeting invitation note verbale for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations and the local Thai government and local immigration rules and regulations.
  • Manages and provides protocol services for MMCO (Myanmar) personnel who are temporarily based in Thailand and personnel who are permanently based in Thailand due to the relocation of some units and operational services to Thailand.
  • Provides protocol support and advice for personnel who are required to travel to Thailand for official missions or short-term assignments. Provides guidance and documents for their visa request and visa extension as necessary. 
  • Acts as UNOPS focal point for administrative issues with the Diplomatic Privilege and Immunity Division, Department Division, Ministry of Foreign Affairs (MoFA), Immigration office and Consular of Thailand.
  • Attends on behalf of UNOPS the Protocol Working Group constituted of Thailand representatives from all the UN agencies, Embassies and Consulate-general from all the countries. 
  • Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other protocol and administrative matters.
  • Manages liaison and coordination with admin team from other UN agencies and government authorities to get an up to date protocol policies and operational practices.
Team Management;
  • Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
  • Provides oversight, ensuring compliance by team members with existing policies and best practices.
Information and Knowledge Management:
  • Oversees the proper functioning documentation/information systems, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
  • Provides up to date information on the protocol policies and practices and other administrative services to the team and other staff members.
  • Provides sound contributions to knowledge networks and communities of practice.
  • Synthesizes and disseminates best practices to internal collaborators and networks.
  • Participates, organizes and delivers trainings on protocol policies and practices for the operations/ projects staff in administration/logistics.
Education/Experience/Language requirements:
Education:
  • Completion of secondary school is required. 
  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may compensate for some of the required years of experience.
  • In the absence of a degree, administrative certification is an asset.
Experience:
  • Minimum of seven (7) years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
  • Proficiency in computers and office software packages (MS Office and/or Google Workspace) and experience in handling web-based management systems is required.
  • Some experience in UN system organizations is desirable.
  • Experience in use of Enterprise systems is desirable.
Language Requirements:
  • Full working knowledge of English is required.
  • Knowledge of a second UN or regional working language is an asset.