Position Information

Job Title: Operations Associate
Office: UNDP Bangkok Regional Hub    
Grade Level: NPSA6 
Duty Station: Bangkok, Thailand
Contract Duration: 1 Year
Expected starting date: As soon as possible

Office/Unit/Project Description

The Regional Bureau for Asia and the Pacific (RBAP) of UNDP concentrates its efforts on developing the region’s capacity to promote and accelerate action on its contribution towards achieving the Sustainable Development Goals (SDGs). In doing so, it implements the UNDP Strategic Plan in Asia and the Pacific and delivers UNDP’s partnerships within the region and with development actors in the region.  The Bangkok Regional Hub (BRH) of RBAP is the presence which supports the work of the 25 offices in the region. The Operations Support Team (OST) of BRH is a provider of a variety of time-sensitive operational services to clients of the Hub, the UNDP Thailand Country Office [CO] and other agencies which UNDP supports in Thailand.

Under the overall supervision of the Manager of OST, and in keeping with UN rules and regulations, the Operations Associate supports the Head of OST in team coordination activities and assists the Administrative Associate with the delivery of administrative services, ensuring high quality and accuracy of work, promoting a client, quality and results-oriented approach.

S/He works in close collaboration with staff of OST, BRH, UNDP Thailand Country Office and other UN agencies’ staff as required to guide, exchange information and ensure consistent service delivery.

Scope of Work Supports effective team coordination for, OST, through:

• Support to management of the office to help maintain an environment of professionalism and teamwork at all times, and set exemplary standards of conduct within the OST team;
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
• Support to coordination of Internal Control Framework activities;
• Follow up on key team deadlines, commitments made and actions taken;
• Use of all available digital tools in general work arrangement.

Ensures provision of effective communications and administrative support to the office through:

• Maintenance of the filing system [digital platforms] ensuring safekeeping of confidential materials;
• Support arrangement of office events with identification of suitable venues, procurement of services, logistical arrangements as needed;
• Support processing of VAT refunds through respective authorities;
• Support business continuity management activities – assist with information gathering to update records, record keeping and tracking updates;
• Support to management of corporate purchasing card transactions;
• Support processing of travel requests for team and management budgets as needed;

Provides support to assets management through:

• Acts as Asset Focal Point for BRH and Thailand CO;
• Provision of inputs to preparation of plans related to Asset Management activities;
• Implementation of inventory management control systems according to latest established framework and guidelines, including but not limited to:
  • Ensure all capital assets moved from Purchase Order module to Assets Module in ERP platform;
  • Ensure key information on assets, such as serial number, location, project number, are entered into system and kept updated on Asset Management System (ATS);
  • Ensure disposal process is effectively conducted and recorded accurately in ERP platform/reports;
  • Ensure records of equipment on loan to staff properly maintained;
  • Safeguard and control movement of assets;
• Prepare documentation for obtaining approval for disposal of non-expendable property.

 Ensures facilitation of knowledge building and knowledge sharing in the CO through:

• Sound contributions to knowledge networks and communities of practice;
• Organization of trainings for UNDP staff on administrative areas.

Institutional Arrangement

The Operations Associate ensures effective and efficient support to OST coordination and administrative support services under the guidance of Administrative Associate.

Competencies

Core

• Achieve Results:    LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively:    LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously:    LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility:    LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination:     LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner:    LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion:    LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies 

• Business Management - Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Administration and Operations - Event Management: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Administrative - Asset Management: Knowledge of policy & procedures on PP&E, ability to prepare financial statements on PP&E, maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information.
• Administrative - Travel Policy and Procedure: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters

Required Skills and Experience

 Minimum Education Requirements:

• Secondary Education is required.  University Degree in Business, Public Administration or related fields will be given due consideration.

Minimum years of relevant work experience:

• 6 years of relevant experience with Secondary Education, or 3 years experience with University Degree, of progressively responsible administrative and/or programme experience is required at the national or international level.

Required Skills

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.

Required Language(s)

• Fluency in English (written and spoken) and in Thai.

 The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers. 
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.

Application to be submitted online at: UNDP Career Website