Administration Senior Assistant (ICT and Admin)

Thailand Operations Hub (THMCO) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific. The MCO comprises five main portfolios –THMCO Thailand, THMCO Indonesia, THMCO Pacific Countries, THMCO Papua New Guinea, and THMCO China; and provides a wide range of services including Project Management, Transactional HR, Financial Management, and Procurement Management to clients that include other UN entities, INGOs, governments/government agencies, and donors. 

UNOPS THMCO is hiring for the position of Administration Senior Assistant (ICT and Admin). Under the guidance and direct supervision of the Finance Senior Officer, the Administration Senior Assistant (ICT and Admin) is responsible for efficient and effective ICT management and support, and provides support to office operations performing a variety of standard administrative processes. The Administration Senior Assistant (ICT and Admin) may take routine decisions on ICT and administrative processes based on clearly established guidelines. In performing her/his work, the Administration Senior Assistant (ICT and Admin) promotes a client, quality and results-oriented approach.

The Administration Senior Assistant (ICT and Admin) works in close collaboration with the Operations, Programme and projects staff, colleagues in THMCO and with Bangkok Helpdesk as well as HQ ICT unit on ICT matters. 

Summary of Key Functions  

• Support to efficient and effective ICT management and support

• Support to effective and efficient administrative services 

• Support to knowledge building and knowledge sharing

Duties and responsibilities

Reporting to the Finance Senior Officer, the Administration Senior Assistant (ICT and Admin) is responsible for the following: 

Ensures effective and efficient ICT management and support, focusing on achievement of the following results:

• Full compliance of ICT activities with UNOPS rules, regulations, policies and strategies.

• Contribution to the office’s ICT business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in ICT, in consultation with the direct supervisor and office management.

• Maintenance of inventory of all computer, telecommunication equipment, I/O devices and software existent in the office ensuring compliance with registration and upgrades.

• Performance of maintenance and minor repairs on hardware equipment. 

• Management, maintenance and monitoring of the continuous operation of critical components of the system servers – i.e. file, application, print and video conferencing equipment.

• Provide support with operation and maintenance of the office Local Area Network (LAN) and Wide Area Network (WAN) systems.

• Monitoring of the network connection on a daily basis to ensure a stable and responsive network environment.

• Installation of software, hardware, network connections and cables. Performance of minor repairs on hardware equipment, as required.

• Contribute to compilation of sound and accurate specifications for various ICT equipment and software to be procured.  

• Troubleshooting of hardware/software problems, liaising with experts on solutions as necessary and implementation of solutions.

• Proactive maintenance of telecom systems to avoid disruption of service.

• Receipt, testing and installation of telecommunications hardware.  

• Ensure all computers are regularly updated for optimal performance. Ensure all software and other ICT related licenses are valid and always up to date.  

• Interaction with Bangkok, HQ and ICT staff from other UN agencies in the area to share and exchange information and expertise on applications and tools. 

• ICT support to conferences, workshops, retreats

• Liaise with ICT focal point at Bangkok THMCO, Bangkok helpdesk, and HQ ICT team on various ICT related issues. 

Ensures effective and efficient administrative services, focusing on achievement of the following results:

• Appropriate maintenance and safe and secure storage of all office equipment and property (assets).

• Preparing accurate inventory lists and adequate property records for the office as well as for projects.

• Careful monitoring of the movement of equipment into and within the area of responsibility.

• Support with the implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.

• Processing of supply requisitions for office premises.

• Assistance with timely and effective customs clearance.

• Administering the receipt of goods and equipment for the office, inspection and report preparation.

• Proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures

• All official transport needs of Management and office personnel met with accompanying security arrangements.

• Daily vehicle log on petrol consumption and mileage.

• Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.

• Support the efficient building management and maintenance activities. 

• Provide support with the implementation of a power policy in line with capacity of the city power and generators.

• Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions;

• Contribution to the preparation of the administrative budget plan for the office and audit preparations.

• Perform the role of Petty Cash custodian.

• Raising Procurement requests and POs in oneUNOPS. Raising goods/services receipts in oU.

• Arrangements of travel and hotel reservations, preparation of travel authorizations, arranging travel (flight bookings, car rentals, etc), processing requests for visas, identity cards and other documents.

• Administrative support to conferences, workshops, retreats.

• Custodian for and management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.  

• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

• Timely acquisition and renewal of UN documentation (UN IDs, certificates, LPs, etc), visas and permits for international personnel resident in Indonesia and for visiting missions. 

• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and their dependents regarding import/export or transfer of goods; updated list of the required documents made available to each staff member/unit. 

• Maintenance of files and records relevant to office maintenance.

• Provision of support to maintenance of premises and services.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the trainings for the programme, operations and projects staff on ICT and administration

• Sound contributions to knowledge networks and communities of practice.

Perform any other task upon request.

Impact of Results 

The key results have an impact on the execution of the ICT and administrative support management in terms of quality and accuracy of work completed.  Timely updating and implementation of software/hardware, punctual and accurate information, and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider.

Education:

• Secondary education or high school diploma is required.

• Specialized training in ICT, Business Administration or Office Administration related specialization is an asset.

• First university degree (Bachelor's degree or equivalent) in the above-mentioned areas of specialization is an asset and may subtsitute some years of experience 

Experience:

• Minimum five (5) years (or 1 with a Bachelor’s degree) of experience in managing or providing technical support to the provision of information technology and/or telecommunications services in a reputable organization, preferably in an international environment is required. 

• Experience in ICT networking and network security, hardware and software installation and maintenance, troubleshooting and implementation of ICT strategies is highly preferred. 

• Experience in administrative support including travel, asset/inventory management, premises/utilities management, or fleet management a distinctive advantage. 

• Experience in handling of web-based management systems. Database management; web applications technology and technology training experience is an asset

• Prior related experience in the UN system is an asset.

• Strong communication and interpersonal skills are required.

• Experience in the usage of computers and in office software packages (MS Office 2010 and/or newer versions and G-Suite) is required.

Language:

• Full working knowledge (fluency) in English and Bahasa Indonesia is required.

Contract type: LICA

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
  
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful
implementation of its partners’ peacebuilding, humanitarian and development projects
around the world. Our mission is to help people build better lives and countries achieve
peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management,
financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging
environments across the globe. We are looking for creative, results-focused
professionals with skills in a range of disciplines.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on
behalf of our partners, spread across 80 countries, our workforce represents a range of
nationalities and cultures. We promote a balanced and diverse labour force — a
strength that helps us better understand and address our partners’ needs. We
continually strive to improve our gender balance through initiatives and policies that
encourage the recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and
personal demands.