The Administrative Assistant (Operations) is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies.
Major Responsibilities:
Administration:
Co-ordinate and follows up within the sub-units of CSU, other sections in the office, Country Offices and UN agencies.
Arranges and co-ordinates internal and external meetings of CSU’s sub-units, other sections and UN agencies for issues relating to the functions of CSU. Assembles notes and references for meetings.
Undertake information searches and collate data as required.
Provides back-up administrative support to other sub-units as and when required.
Undertakes other tasks when requested.
Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate
Liaise with HR unit to obtain lists of IP staff eligible for duty-free products for submission to UNESCAP upon approval of the supervisor.
Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
Procurement:
Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
Facilitates 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’s in VISION, and making necessary logistical arrangements.
Maintains up-to-date vendor lists, partners, and consultant rosters.
Closely coordinates with Supply sub-unit and Bidding Committees to administer the bid and quotations opening process. Ensure the security of the bid and quotation document and the transparency of the opening process.
Events/Logistics:
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Arranges times through liaising with participants over availability.
Liaises with budget focal points and section over costs and needs.
Prepares background materials for participants and uploads cleared materials on the intranet.
Prepares and maintains agendas on meetings and events related to the work group commitments.
Travel:
Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
Monitors travel certification and report back to the team.
Invoice Processing:
Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
Uploads electronic files and verifies results to destination system.
Responds to client transaction status and other inquiries.
Qualifications of Successful Candidate:
Education:
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
Experience:
A minimum of 5 years of relevant administrative or clerical work experience is required.
Language Requirements:
Fluency in English and high fluency in Thai are required. Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) is an asset.
Skills:
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
Thorough knowledge of UNICEF administrative policies and procedures.
Organizational, planning and prioritizing skills and abilities.
Ability to deal patiently and tactfully with visitors.
High sense of confidentiality, initiative and good judgment.
Ability to work effectively with people of different national and cultural background.
Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
