Administration Senior Officer
Bangkok
- Organization: UNOPS - United Nations Office for Project Services
- Location: Bangkok
- Grade: Junior level - IICA-1, International Individual Contractors Agreement
-
Occupational Groups:
- Operations and Administrations
- Closing Date: Closed
Background Information - Job-specific
UNOPS
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
South East Asia Multi-Country Office (SEAMCO)
The South East Asia and Pacific Multi Country Office (SEAMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. SEAMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. SEAMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine SEAMCOs: SEMCO Thailand, SEAMCO Indonesia, SEAMCO Pacific Operations Cluster, SEAMCO Papua New Guinea, SEAMCO China, SEAMCO Vietnam, SEAMCO Lao PDR, SEAMCO Philippines and SEAMCO Cambodia.
In 2022, the UNOPS SEAMCO implemented projects worth more than USD 95.7 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.
The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.
Operational Context
Under the guidance and direct supervision of the Head of Support Services (HoSS), the Administration Senior Officer Senior Officer is responsible for the provision of consistent, efficient and responsive general administrative services in all countries under SEAMCO and to other UNOPS entities receiving or utilizing SEAMCO general administration support in any of the SEAMCO countries, noting that the SEAMCO Admin team currently provides support to the Office of the Regional Director for UNOPS Asia Region, the UNOPS Asia Region Health Cluster (ARHC) and other entities located in Thailand.
The scope of administrative support include Travel, Protocol, Logistics, Assets, Premises and utilities, ICT, and Security.
The Administration Senior Officer manages and leads a team with members located in countries across the MCO and ensures the elaboration and implementation of Standard Operating Procedures (SOPs) covering all the functions outlined in the scope above.
He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide spectrum of complex issues related to general administration.
The incumbent participates in relevant Working Groups of the country Operations Management Team (OMT) of the UN system and may be designated or delegated to represent UNOPS at the OMT in the country.
Functional Responsibilities
Summary of Key Functions
-
Administrative Resources and Team management
-
Provision of Travel, Logistics and Protocol services
-
Management of Premises and Assets
-
Provision of ICT services
-
Security and Disaster Risk management
-
Team Management
-
Knowledge building and knowledge sharing
Duties and Responsibilities
Under the general guidance and supervision of the Head of Support Services, the incumbent is responsible for the provision of consistent, efficient and responsive general administrative services in all countries under SEAMCO and to other UNOPS entities receiving or utilizing SEAMCO general administration support in any of the SEAMCO countries. He/she manages a team of Admin personnel located in all the duty stations under SEAMCO and is responsible for the following:
Administrative Resources and Team management
-
Ensure adequate and systematic planning for the provision of administrative services
-
Prepare and submit agreed periodic reports to the supervisor, including reports on performance against key performance indicators
-
Formulate and/or Implement strategies and initiatives and ensure compliance of all admin operations within applicable UNOPS rules, regulations, policies and procedures as well as with local Standard Operating Procedures (SOPs)
-
Elaborate and implement SOPs covering all the functions covered in the scope of the General Administration function in SEAMCO
-
Conduct in-depth analyses and systematic monitoring of administrative services; recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives
-
UNOPS’ administrative resources fully and properly accounted for; adequate and functioning internal control systems.
-
Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
-
Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
-
Provide oversight, ensuring compliance by team members with existing policies and best practices.
-
Preparation of cost-recovery and/or shared services cost schedules and liaise with the Finance and Performance & Compliance teams to ensure proper and timely invoicing
Provision of Travel, Logistics and Protocol services
-
Ensure timely booking of flights and other modes of transport for official travelers
-
Support travelers in obtaining necessary paperwork including visas and permits
-
Ensure all international personnel have relevant and valid visas and permits at all times
-
Coordinate the application and distribution of UN Certificates to international staff
-
Maintain up to date records of passports for all international personnel
-
Ensure systematic allocation of office vehicles to users and accountability for use
-
Administrative advice and support to international personnel (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
-
Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
-
Monitor storage and distribution. Ensure close coordination of storage and distribution activities
-
Conduct a gap analysis of the current receipting, storage and distribution system and develop strategies to improve the system as required
Management of Premises and Assets
-
Management of office premises; negotiations with building owners regarding contractual arrangements and office lease renewal in consultation with the UNOPS Procurement team, the supervisor and the leaderships/management of the SEAMCO countries
-
Promotion and implementation of energy-saving and green office policy; and implementation of relevant corporate and/or regional strategies
-
Management of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
-
Evaluation and monitoring of the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on a regular basis.
-
Ensure all premises are compliant with UNOPS prescribed Health, Safety, Social and Environmental requirements
-
Lead the design and implementation of various initiatives aimed at improving the efficient utilization of premises, facilities and supplies including the introduction of flexible workstation allocation/utilization arrangements
-
Ensure the property management of the sub-leases under the Cambodia office
-
Ensure all office vehicles in use , including rented vehicles, are always roadworthy and compliant with UNDSS requirements
-
Ensure timely production of vehicle utilization and management reports and invoicing for personal use and timely recovery of costs from the personal users
-
Establishment and implementation of a sStock management system and regular inventory control system is in place and operational
-
Assure a proper management and record keeping for project assets including accounting for and monitoring depreciation
-
Implement assets disposal procedures according to the agreed arrangements
-
Work in close collaboration with Finance and Procurement Units in the preparation and submission of the annual Assets Inventory Report to the Regional Office/HQ
-
Ensure that each Project Team prepares/maintains and updates Project inventory list; as well as certifies the physical check/working conditions of all project equipment
-
Ensure recording of assets in the asset register in compliance with PPE
Provision of ICT services
-
Ensure the provision of consistent, reliable, efficient and responsive ICT services across the MCO
-
Ensure the timely identification of common ICT needs and requisition of required solutions to avoid and/or minimize operational disruptions
Security and Disaster Risk management
-
Ensure all premises under are compliant with the UNDSS advisory, including the Security Risk Management recommendations
-
Coordinate the timely and accurate completion of
-
Ensure all qualifying countries have up to date Business Continuity Plans (BCPs) and that personnel are familiar with key protocols and processes, and that the BCPs are periodically and regularly tested
-
Analysis and identification of potential issues related to security and proposal of strategies and options to be reviewed by management.
-
Ensure systematic and proactive approach to working with security safety services providers, including the supervision of security guards for safeguarding personnel and premises
-
Preparation of quarterly Security Incident Reports.
-
Ensure all personnel in all duty stations have received applicable UNDSS security briefing
-
Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
-
UNOPS Staff List (including dependents) per location updated on a timely basis and UNDSS informed of any staffing changes that occur before periodic reporting dates
Knowledge building and knowledge sharing
-
Organize, facilitate and/or deliver training and learning initiatives for Business Unit personnel on Procurement‐related topics.
-
Contribute to Procurement knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in procurement.
-
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Impact of Results
The key results have an impact on the overall efficiency of the office administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.
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
Education:
-
Advanced Degree preferably in Commerce, Business Administration, Public Administration, Finance, Economics or related field.
-
A First University degree in combination with additional (2) years of qualifying experience, may be accepted in lieu of the advanced university degree.
Experience:
-
A minimum of two (2) years’ experience in providing general administrative support in a project management setting required in combination with an advanced university degree
-
Experience in the international context (working in an international organization, working as an international personnel, etc) is required
-
Personnel supervisory experience is required
-
Experience in the Procurement field in the UN Common system is a distinct advantage.
-
Experience in the usage of computers and office software packages (G Suite application).
Language Requirements:
-
Full working knowledge of English is required.
Contract type, level and duration
- Contract type: International Individual Contractor Agreement (IICA)
- Contract level: IICA 1
- Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
The position is based in a family duty station.
Disclaimer: If the selected candidate is a national of the duty station, a Local Individual contractor Agreement will be issued.
Additional Information
-
Please note that UNOPS does not accept unsolicited resumes.
-
Applications received after the closing date will not be considered.
-
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
-
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
-
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
-
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
-
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
-
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
-
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
-
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.
However, we have found similar vacancies for you: