Operations Administrative Associate

UNICEF has been working in Thailand since 1948, giving it more than seven decades of continuous engagement in the country. Its mandate is to promote and protect the rights and well-being of every child, supporting government efforts to ensure that children are healthy, educated, and protected from harm and discrimination, while also strengthening systems, policies and services that enable children to survive, develop and reach their full potential.

As part of new business model, the post will be part of a Common Service Centre located in Bangkok, Thailand, to operate as an Operational Hubs for all UNICEF entities based in Thailand including HQ divisions. The Operations Administrative Associate will be accountable for coordinate among key stakeholders to support and ensure procedural and specialized communications, operational and administrative support services under accountabilities Bangkok Operational Hub (Bangkok CSC). The Operations Administrative Associate will execute a broad variety of routine regular administrative transactional tasks and some specialized responsibilities for the respective section/office, requiring thorough knowledge of UNICEF administrative procedures, processes and policies. This includes but is not limited to data tracking, monitoring, knowledge sharing/management and reporting on operational-related information under Bangkok CSC’s scope.

It is worth noting that this assignment covers a broad range of functions under operations and back-office support focusing on some areas with great depth. UN Volunteer will benefit from various learning opportunities available throughout the assignment including access to UNICEF global online learning platform (Agora) that offers learning pathways to individuals professional development, participating in webinars, knowledge sharing, partnership engagement experience and stakeholder coordination. Under the direct supervision of Deputy Representative Operations who serves as a head of Common Services Centre (CSC), the UN Volunteer will undertake the following tasks : 1. Documentation and communication flow Monitoring: - Assist in monitoring communications, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/ follow up. - Provides support on document / presentation preparation, update project implementation status also operational, and financial closure. - Support in preparing and maintaining records, documents and control plans for the monitoring of an office and/or project/programme implementation. 2. Office Planning & Project Management - Support in ensuring the availability of timely, complete and accurate information and data for preparing section/office work plans and project management plans. - Assist in basic research and perform comparative analysis of office and/or project/ programme related data. - Support monitoring of work plan/project implementation against established milestones and make recommendations to improve performance. - Help ensure timely compliance with agreed deadlines. · Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information. 3. Procurement - Help facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR and making necessary logistical arrangements. - To support in maintaining up-to-date records 4. Knowledge Management - To assist in facilitating the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. - Assist in managing incoming and outgoing correspondences - Support in communicating routine and some non-routine information pertaining to the work of the team. - To assist in maintaining the office filing and reference systems, both traditional and digital.