ThaiNGO

I.  Position Information

Job Title:                Executive Assistant/Operations Assistant

Position Number:    00002313

Department:            Bangkok Regional Hub/RBAP

Reports to:             Head of Transactional Services Team

Direct Reports:        -

Position Status: Non-Rotational

Job Family:        Operations

Grade Level: G5

Duty Station: Bangkok, Thailand

Family Duty Station as of Date of Issuance: Yes

Date of Issuance:

Closing Date:

Duration and Type of Assignment: More than a year; Fixed Term Appointment

Purpose:  Ensures effective and efficient functioning of the office of Head, TST and administrative support to procurement services.

Reporting structure and partners:  Reports to Head of TST.  Works in close collaboration with the operations, programme and project teams in BRH, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas, etc.

1)   Ensures effective and efficient functioning of the office of the Head, TST, through:

·         Management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO 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 all incoming communications, filter outgoing correspondence for supervisors’ signature, clearance and further action by other staff; wherever possible.

·         Adherence to appropriate protocol and correspondence guidelines by BRH team when communicating with Government and other external partners;

·         Use of automated office management system

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

·         Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

·         Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.

·         Facilitation of information sharing with various teams and units of the CO

·         Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor.

·         Draft routine correspondence, interoffice circulars, general briefing notes, documents,

·         reports, and minutes of meetings when requested, translations when required;

·         Administration of travel, meetings, appointments and briefings of supervisor.

·         Assist in making payments of MIP claims and invoicing of retirees’ MIP contributions

3)  Ensures implementation of sourcing strategy, through:

·         Implementation of supplier selection and evaluation, including Purchase Order preparation and monitoring proper documentation of relevant goods/service receipt uploaded on Document Management system.

·         Posting procurement notices on UNDP and other development websites

·         Assisting Procurement Associate in processing Individual Contract requests

·         Management of office newspaper and journal subscriptions

·         Coordination with Finance Unit on payment for purchase of goods/services through corporate card

·         Effective vendor set-up in ERP system

4)  Provides support to verification of assets, through:

·         Supports the physical asset verification for BRH, Thailand CO and client agencies

5) 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 coordination, administration and protocol issues.

 IV. Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

Core

Innovation

Ability to make new and useful ideas work

Level 1: Support  (Reliable Replication)

Leadership

Ability to persuade others to follow

Level 1: Support  (Reliable Replication)

People Management

Ability to improve performance and satisfaction

Level 1: Support  (Reliable Replication)

Communication

Ability to listen, adapt, persuade and transform

Level 1: Support  (Reliable Replication)

Delivery

Ability to get things done

Level 1: Support  (Reliable Replication)

Technical/Functional

Primary

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 1: Support  (Reliable Replication)

Quality Assurance

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled

Level 1: Support  (Reliable Replication)

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 1: Support  (Reliable Replication)

Secondary

Knowledge Management

Ability to efficiently handle and share information and knowledge

Level 1: Support  (Reliable Replication)

Team Building

Ability to work effectively with diverse groups of professionals towards common goals

Level 1: Support  (Reliable Replication)

V. Recruitment Qualifications

Education:

Secondary Education with specialized secretarial training or office management.

Experience:

5 years of progressively responsible secretarial, administrative, 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 and Thai