Administration Assistant

Closing date13 Jul 2022
Background Information – Job-specific

UNOPS provides its services through a global network of regional offices, operational hubs and operations and project centres. The Office of the Regional Director for the Asia Region (AR ORD) in Bangkok, Thailand, was established in 2015 to oversee and enable efficient and effective delivery of support to partners in the Asia Region in line with the UNOPS corporate strategy. Currently, over 700 personnel are working on UNOPS projects in diverse and complex environments across the Asia Region.

Functional Responsibilities

The AR ORD is looking for an Administration Assistant who will support the overall administration, independent assignments with substantial responsibility and/or additional support of the project (oversight, gender, dashboard, financial, etc.). Under the overall guidance and supervision of the Project Management Support Specialist, the Administration Assistant will contribute to data analysis and reporting of the Asia Regional Office, which may include the following:

Assist in conducting data collection, research, and in-depth analysis on specific topics of interest for AR.
Contribute to coordination activities in support of AR ORD priorities and initiatives.
Support to maintain records on all information on AR dashboards by using database management systems (BigQuery).
Assist in preparation of data visualization and dashboards.
Be a regional focal point in supporting countries with dashboard development for monitoring achievement of the results.
Pro-actively contribute to coordination the regional requests, coordinate with the Regional Advisors to ensure compliance with UNOPS rules and regulations and complete in a timely manner.
Provide support in monitoring achievement of the gender performance in the region as well as maintain records on the special measures for shortlisting and for hiring male candidates.
Liaise with HQ and offices in the Asia Region for regional data collection initiatives and related matters as requested.
Follow-up with offices on timely completion of project/process activities to ensure compliance with UNOPS rules and regulations.
Undertake other administrative tasks on an ad hoc basis.
Knowledge Management and Learning

Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

a. Education

Secondary education certificate or high school diploma is required.
Technical/Professional License, First University degree or higher degree in finance, administration, data management or related fields would be an added advantage and may substitute some of the required years of experience.
b. Work Experience

Minimum of four (4) years’ work experience in administration or finance field in combination with a secondary education or high school diploma is required.
Experience in Data Management, Analysis and Reporting, Research, Administration, or other relevant field is an asset.
Experience within the United Nations or in a humanitarian organization is an advantage.
Strong computer literacy: Familiarity with G-Suite tools or analytical tools such as data studio is an asset.
Strong oral communication skills
c. Language requirements

Fluency in both written and oral English is required.
Knowledge of a second UN language would be an asset.
How to apply
Interested candidate can apply via UNOPS website: https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=24213