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Administrative Associate at UN Women, Bangkok, Thailand

November 19, 2019

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Deadline: 1 December 2019

UN Women is currently seeking applications from the eligible applicants for the post of Administrative Associate in Bangkok, Thailand. The duration of this post is 1 year.

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The Administrative Associate will be responsible to support the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work.

UN Women is the UN organization dedicated to gender equality and the empowerment of women.

Key Job Responsibilities

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The Administrative Associate will perform the following functions-

  • Provide administrative support to processing and facilitating proper documentation management
    • Store, manage, and track documents in a SharePoint database.
    • Manage records management procedures and policies including documentation, record retention, and retrieval.
    • Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials.
  • Provide administrative support to travel arrangements and office transportation
    • Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys.
    • Arrange travel and hotel arrangements for ROAP Operations staff and visitors.
  • Coordinate assets management, office space management and seating arrangement for the office and provide support to procurement
    • Coordinate assets management in the office, prepare and submit periodic inventory report.
    • Inspect and verify of all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users.
    • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent).
  • Provide administrative support to the organizing of the Regional Office’s Operations meetings
    • Prepare presentation materials.
    • Arrange the logistics of the RO’s operations meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants.
    • Finalize memoranda, list of participants; and send letters of invitation and other documents.
    • Attend meetings, prepare minutes, and monitor follow up activities.
  • Provide administrative support to financial services
    • Prepare materials, estimates and other documents to support budget review, planning and preparation.
    • Handle applications for VAT exemption documents for vendors/suppliers, regularly monitor and follow up to obtain them timely.
  • Provide administrative support to knowledge building and knowledge sharing
    • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters.
    • Compile lessons learnt and best practices in Administration.

Eligibility Criteria

Applicants must have:

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  • Completion of secondary education is required.
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.
  • At least 7 years of progressively responsible experience in administration, procurement, HR, or logistic support service.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in the use of ERP system, in particular ATLAS is an asset.
  • Work experience in the UN system is an asset.
  • Fluency in English and Thai is required.
  • Knowledge of the other UN official working language is an asset.
  • Nationality of Thailand.

How to Apply

Applicants must submit their applications through online process.

For more information, please visit UN Women.

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