ThaiNGO

Background and Organizational Context

The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its contribution towards achieving the Sustainable Development Goals (SDGs). In so doing, it implements the UNDP Strategic Plan in Asia and the Pacific and delivers UNDP’s partnerships within the region and with development actors in the region.  The Bangkok Regional Hub (BRH) of RBAP is the presence which supports the work of the 25 offices in the region. The Operations Support Team (OST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office [CO] and other agencies which UNDP supports in Thailand.

Under the overall supervision of the Manager of OST, and in keeping with UN rules and regulations, the Executive Assistant/Operations Assistant supports the Head of OST in team coordination activities and assists the Administrative Associate with the delivery of administrative services, ensuring high quality and accuracy of work, promoting a client, quality and results-oriented approach.

S/He works in close collaboration with staff of OST, BRH, UNDP Thailand Country Office and other UN agencies’ staff as required to guide, exchange information and ensure consistent service delivery.

Position Purpose

The Executive Assistant/ Operations Assistant ensures effective and efficient functioning of the office of Manager, OST and administrative support services under the guidance of Administrative Associate.

Duties and Responsibilities

1.) Ensures effective and efficient functioning of the office of the Manager, OST, through:

• Management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the OST team;
• Efficient and discreet management of the supervisor’s schedules;
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
• Screening of communications as needed; adherence to appropriate protocol and correspondence guidelines by BRH team when communicating with Government and other external partners;
• Support to coordination of Internal Control Framework activities;
• Use of all available digital tools in general work arrangement.

2.) Ensures provision of effective communications and administrative support to the office through:

• Maintenance of the filing system [digital platforms] ensuring safekeeping of confidential materials;
• Support arrangement of office events with identification of suitable venues, procurement of services, logistical arrangements as needed;
• Support processing of VAT refunds through respective authorities;
• Support business continuity management activities – assist with information gathering to update records, record keeping and tracking updates;
• Support to management of corporate purchasing card transactions;
• Support processing of travel requests for team and management budgets as needed;
• Follow up on team deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor.

3.) Provides support to assets management, through

• Acts as Asset Focal Point for BRH and Thailand CO;
• Provision of inputs to preparation of plans related to Asset Management activities;
• Implementation of inventory management control systems according to latest established framework and guidelines, including but not limited to:
  • Ensure all capital assets moved from Purchase Order module to Assets Module in Atlas;
  • Ensure key information on assets, such as serial number, location, project number, are entered into system and kept updated on Asset Management System (ATS);
  • Ensure disposal RADT forms submitted and items to be disposed of correspond to Atlas inventory reports;
  • Ensure records of equipment on loan to staff properly maintained;
  • Safeguard and control movement of assets.
• Prepare documentation for obtaining approval for disposal of non-expendable property.

4.) Ensures facilitation of knowledge building and knowledge sharing in the CO through:

• Sound contributions to knowledge networks and communities of practice;
• Organization of trainings for UNDP staff on administrative areas.

Competencies

Core

Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business Management - Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Administration and Operations - Event Management: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration and Operations - Asset Management: Knowledge of policy & procedures on PP&E, ability to prepare financial statements on PP&E, maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc.  On assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.

Administration and Operations - Travel Policy and Procedure: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Required Skills and Experience

Education:

• Secondary Education is required.  University Degree in Business, Public Administration or related fields will be given due consideration.  Specialized secretarial training or office management would be desirable.

Experience:

• 5 years of relevant experience with Secondary education, or 2 years experience with University Degree, of progressively responsible secretarial, administrative and/or programme experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.

Language Requirements: 

• Fluency in English [written and spoken] and Thai.
•  

Application to be submitted online at: LINK

Closing Date               :      19 April 2026 (11:59 PM, Bangkok Time)