Administrative Support Assistant (Corporate Services)

IFAD THA organization mission TBD

The Corporate Services Department (CSD) provides IFAD with the human resources, management services, information technology resources, and medical support services required to enable IFAD to meet its objectives of helping rural people overcome poverty. CSD is led by an Associate Vice-President and is composed of three divisions: the People and Culture Division (PCD), the Information and Communications Technology Division (ICT), and the Management Services Division (MSD), as well as the Health & Wellness Unit (HWU).

The Management Services Division (MSD) provides high-quality, customer-oriented, sustainable, timely, effective and efficient management and operational support services to clients globally in order to meet current and future corporate needs in support of IFAD’s mandate and mission. MSD works in close collaboration with internal and external partners to support IFAD’s core activities across all duty stations and to facilitate day-to-day business operations in line with internationally accepted best practices.

MSD’s global services include security and business continuity, corporate procurement, asset and insurance management, facilities services, records, archives and mail management, as well as privileges and immunities and travel and visa services. The division collaborates closely with clients to enable operations, facilitate decentralization, improve internal processes and foster collaboration within the United Nations system and international financial institutions.

MSD is led by a Divisional Director and comprises five sections: the Travel, Visa, Privileges and Immunities Section (MSD-TVPI); the Security Unit (MSD-Security); the Procurement, Inventory and Insurance Unit (MSD-PROC); the Facilities, Services and Records Management Unit (MSD-FSR); and the Regional Teams Management Unit (MSD-CSM).

The National UN Volunteer Specialist will be based in the IFAD Asia and Pacific Regional Office(APR) in Bangkok, Thailand, and operate under the overall guidance of the Corporate Services Manager and the direct supervision of the Administrative Assistant (Coordination Corporate Services), in the Management Services Division (MSD). The incumbent will work in close coordination with the MSD Administrative Pool in APR to support effective administrative and operational services. More specifically the incumbent’s responsibilities will include, but are not limited to :

• Assists in managing the flow of incoming and outgoing correspondence, e-mails and telephone inquiries by gathering background information, facilitating communication among team members, and maintaining organized filing and reference systems (both digital and physical) in line with established practices.
• Provides administrative and operational support to the team to help ensure the effective and compliant use of resources. This includes applying internal procedures, supporting the tracking of documents and deadlines, helping monitor progress on priority actions, and contributing to preparation of official travel. Assists in maintaining attendance and leave records, and compile information from various sources to support the preparation of briefing notes and other materials for the MSD Admin pool.
• Support supervisor in field-related administration, including: Travel arrangements, Procurement processes Human resources support (consultancies). Support the supervisor in preparing draft responses to routine and non-routine inquiries, coordinating inputs for complex requests, and helping ensure timely submission of reports, correspondence and other documents. Review draft documents for clarity, completeness and adherence to established formats and guidelines, prepare correspondence for signature, and provide informal translation of communications when required.
• Perform any other duties as requested by the supervisor.