Administration Senior Associate

South East Asia and Pacific Multi-Country Office (EAPMCO):

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across  North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines.  EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia,  EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.

In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

1. Management
2. Premises, Logistics and Asset Management Services
3. Team Management
4. Information and Knowledge Management

• Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies.
• Ensures availability of personnel and resources for work commitments, facilitating optimal workflows.
• Partners with clients and supervised personnel to develop client service agreements.
• Monitors team performance and client satisfaction, instituting work, processes, and team modifications for optimal results.
• Implements the control mechanisms for administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Executes designated transactional/certification roles in OneUNOPS/Enterprise Resource Planning (ERP) system.
• Drafts and/or oversees the compilation of data and research for the planning of financial resources/administrative budget for administrative/logistical services.
• Manages commitments and expenditures.
• Ensures that all protocol related documentation (passports, UNLPs, UN Certificates, visas and permits, diplomatic IDs, etc) for all international personnel assigned to work in the country are valid at all times and updated records are maintained.
• Guides and manages protocol matters, ensuring efficient delivery of client services, such as advisory services to staff, and obtaining host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space, and other administrative matters.

• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies, and strategies.
• Manages, coordinates, and supervises processes and services in shipments and customs clearance, travel management, events management, inventory management, administrative
•  surveys, transportation management, and building/facilities/space management.
• Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
• Takes leadership of asset management activities such as periodic physical verification of assets, disposal of assets, etc.
• Compiles periodic reports for various internal users (Finance, Senior Management, etc). These reports will be on various aspects of administration such as vehicle management, Travel management, asset management, and procurement.
• Certifies administrative goods and services delivered.
• Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for office vehicle use, accidents, fleet maintenance, vehicle insurance, and monitoring of consumption.
• Actively participates in UN coordination meetings and activities.

• Facilitates the engagement and provision of high-quality results and services of the team supervised through effective work planning, effective Task Management, performance management, coaching, and promotion of learning and development.
• Provides oversight, ensuring compliance by team members with existing policies and best practices.

• Oversees the proper functioning of the area's documentation/information system, including screening, indexing, classifying, storing, and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.
• Actively participates in the drafting and/or revision of Standard Operating Procedures and general information for administrative services.
• Provides sound contributions to knowledge networks and communities of practice.
• Synthesizes and disseminates best practices to internal collaborators and networks.
• Participates, organizes, and delivers training for the operations/ projects staff in administration/logistics.

• Completion of Secondary education is required.
• Technical/Professional License or Diploma, First university degree or higher degrees, preferably in Business Administration, Public Administration, or relevant fields would be an asset and may substitute some of the required years of experience.
• In the absence of a degree, administrative certification is an asset.

• Minimum seven (7) years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations in combination with a high school diploma or equivalent is required.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and Google Suites and experience in handling web-based management systems are required.
• Experience in the use of Enterprise systems including OneUNOPS is desirable.

• Full working knowledge (Fluency) of English is required.
• Knowledge of another official UNOPS language is an asset

• 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.