Administration Clerk (Office Assistant)

Under the direct supervision of the Assistant to Regional Director for UNOPS Asia Region (AR), the Administration Clerk is to provide general administrative support to the Office of the Regional Director (ORD) for the Asia Region (AR), AR business units.  The Office Assistant is expected to contribute towards strengthening support services in the Office of the Region Director.

S/he will demonstrate a client-centred approach, tact and ability to work with people of diverse national and cultural backgrounds.

Under the guidance and supervision of the Assistant of the Regional Director, the Administration Clerk will provide support towards efficient administrative services to the Asia Region, Office of the Regional Director, team. 

Summary of key functions:

1. Maintenance of the registry system

2. Effective correspondence management

3. Office services including travel arrangements and payment processing.

4. Receptionist and general clerical functions

1.    Ensures maintenance of registry/filing system (hard copy and online) focusing on achievement of the following results:

• Maintenance of the office filing system;

• Open of new subject files as required and disposal of old files in accordance with the established retention schedule;

• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents;

• Provide photocopies of materials from the confidential registry files, as requested by staff;  

• Assist in the collection of  reference and background material from registry files;

• Maintenance of records system of file movements within the office; maintenance of the office circulation and reading files;

• Preparation of correspondence and reports related to registry activities;

• Participation in the creation and maintenance of an electronic registry/archive system and of the regional office’s shared drive. 

2.   Ensures provision of effective mail/office email management (as delegated) focusing on achievement of the following results:

• Receipt, registration, coding and forwarding of incoming letters and other correspondence to proper department/unit/office and distribution of all necessary copies within the office;

• Registration and dispatch of the outgoing communications, including courier services, and follow-up distribution.  Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

3.   Provides routine office services, focusing on achievement of the following results:

• Maintenance of a stock control and supply system for all office consumable items;

• Provide clerical assistance and support in compilation of reports as well as procurement and finance documentation;

• Provide support in timely, resource-efficient and time-effective procurement support covering shopping exercise, document preparation for approval processes and payments of services rendered;

• Provide clerical support in preparation and organization of events hosted by Office of the Regional Director;

• Registration of travel of AR ORD colleagues including visa requirements for mission travel, payment processing for tickets, DSA, other travel-related expenses and petty cash payment processing.

4.  Provides tactful, efficient receptionist functions, focusing on achievement of the following results:

• Receipt of all visitors and incoming phone calls and direct them to relevant unit/ individuals;

• Cover for the Assistant to Regional Director in their absence;

• Answer/handle all queries (by mail, email, telephone or in person) with discretion.

Education:

• Completion of secondary school or equivalent is required.

• First university degree (Bachelor's degree or equivalent) in Business/Public Administration or other relevant field would be an asset and may substitute some of the required years of experience.

Experience:

• Minimum three (3) years of relevant work experience in providing administrative support, clerical assistance or related fields in combination with secondary school or equivalent is essential. 

• Ability to work with computer and office software packages (Google Workspace) and knowledge of spreadsheet and database packages is required.

• Experience in providing support in the travel management and procurement process is an asset. 

Language:

• Full working knowledge in oral and written communication in English is required.

• Knowledge of Thai is required.

1. Contract type: ICA
2. Contract level: ICS 3 / LICA 3 
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• 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.