Administrative Assistant (Coordination Corporate Services), Bangkok

Job Title : Administrative Assistant (Coordination Corporate Services) – Bangkok, Thailand

ID : 24513

Location : BANGKOK

Date of issue : 11/13/2024

Close Date : (Midnight, Rome Time) 12/12/2024

Organizational Unit : Management Services Division

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : 2 Years

Grade : G-5

Organizational Setting

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and advocates at the local, national and international level for policies that contribute to rural transformation.

The Corporate Services Department (CSD) provides IFAD with the human resources, management services, information technology resources, and medical support services required to allow IFAD to meet its objectives of enabling rural people overcome poverty. CSD is led by an Associate Vice-President, CSD, and is comprised of three (3) divisions: People and Culture Division (PCD), Information and Communications Technology Division (ICT), Management Services Division (MSD) and one unit: the Health & Wellness Unit (HWU).

The Management Services Division (MSD) provides high-quality customer-oriented, sustainable, timely, effective and efficient management and operational support services to clients globally to satisfy current and future corporate needs in support of IFAD’s mandate and mission and in close collaboration with our internal and external partners. MSD supports IFAD’s core activities across all duty stations globally and facilitates day-to-day business operations in line with internationally accepted best practices. MSD global services encompass: Security and Business Continuity, Corporate Procurement, Asset and Insurance management, Facilities Services, Records, Archives and mail management as well as Privileges and Immunities and Travel and Visa Services. MSD works in close collaboration with its clients to enable operations, facilitate decentralization, improve internal processes, and foster collaboration within the UN system and the IFIs.

MSD is led by a Divisional Director and is comprised of five (5) sections: the Travel, Visa, Privileges and Immunities Section (MSD-TVPI), the Security Section (MSD-Security), the Procurement, Inventory & Insurance Section (MSD-PROC), the Facilities, Services and Records Management Section (MSD-FSR), and the Regional Teams Management Section (MSD-RTM).

Job Role

The Administrative Assistant (Corporate Services Coordination) is accountable for communications, operational and secretarial support services to enhance the smooth running of the team and its workflow and management of information.

Key Functions and Results

1. OFFICE SUPPORT: Ensures the full range of office support to all professional staff in the Regional Office. Accountabilities typically include programme related travel arrangements, including related PeopleSoft Financials Enterprise Resource Planning (ERP) transactions, handling of visas and logistical arrangements, and supporting staff in being compliant with UNDSS recommendations on travel. Processes and verify accuracy of essential documents and requests for consultancy contract requests received from clients. Reviews all outgoing correspondence and official documents for style, factual and grammatical accuracy as well as conformance with established guidelines and procedures; preparing correspondence for the supervisor’s signature;.

2. COMMUNICATIONS & WORKFLOW: Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. Accountabilities typically include managing incoming and outgoing correspondence, e-mails and telephone calls; researching background documentation; communicating routine and some non-routine information pertaining to the work of the team; establishing/maintaining the office filing and reference systems, both traditional and digital;

3. CORPORATE SERVICES: The Administrative Assistant (Corporate Services Coordination) supports the administrative services, and also coordination of other Administrative Assistants (Corporate Services) in various corporate initiatives in close collaboration with the relevant business owners. The Administrative Assistant (Corporate Services Coordination) ensures together with other Administrative Assistants (Corporate Services) in the Regional Office the full range of corporate services support in line with the Delegation of Authority, aligned to the annual work plan as defined by the Corporate Services Manager, in particular be in the areas of field-related general administration, administrative support arranging travel, procurement, human resources and information technology support.

4. MANAGERIAL FUNCTIONS: Is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, and supplies. Under close supervision and guidance of the Corporate Services Manager, the incumbent supervises and coordinates the work of Administrative Assistants (Corporate Services).

Key Performance Indicators

The Administrative Assistant (Corporate Services Coordination) typically reports to a senior professional staff member or to a team leader therefore the scope of key results is limited to the organizational unit. The Administrative Assistant provides support in the application of established rules and procedures as well as in typical, non-specialized support work. The work is standard in nature; there are no specialized administrative activities that would require formal training performed on a regular and recurring basis. Key performance indicators include the timely and accurate performance of assigned activities.

Working Relationships

Administrative Assistants at this level typically are accountable for the exchange of routine, and less frequently non-routine, information with counterparts within IFAD. Routine exchange of information within the Fund includes arranging travel, procurement and information technology support. Typical contacts within the division, office or department as well as external contacts consist of responding to inquiries. Occasionally, external contacts include counterparts in international organizations, bi-lateral and multi-lateral institutions and national governments to organize meetings and events. Routine exchanges take place mainly with the CSD business owners in the office, and in offices without relevant CSD business owners with counterparts in IFAD headquarters.

Job Profile Requirements

Organizational Competencies:

Level 1:

• Building relationships and partnerships – Builds and maintains effective working relationships
• Communicating and negotiating – Communicates effectively; creates understanding between self and others
• Demonstrating leadership – Personal leadership and attitude to change
• Focusing on clients – Focuses on clients
• Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
• Managing time, resources and information – Manages own time, information and resources effectively
• Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
• Strategic thinking and organizational development – Personal influence
• Team working – Contributes effectively to the team

Education:

• Level – High school certificate (e.g. A level and Baccalaureate)
• Areas of focus – accounting, business administration, economics, finance, or related areas.

Work Experience:

• At least four (4) years of progressively responsible experience in secretarial and administrative support.

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• Qualifying work experience in supporting office administration, communication and information management, resource planning and output monitoring. Experience with International financial institutions, development cooperation agencies, etc., would be an asset.experience in coordinating administrative work is desirable.

Languages:

• Required: English (4 – Excellent)

Skills:

• Record management, Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.);
• Time management, Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams;
• Initiative and good judgment, High sense of proactive initiative-taking and good judgement (including on security matters;
• Conferences management: Know-how in conference management, including optimal utilization of human and physical resources;
• Interpersonal skills, Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants);
• Topical expertise – Administration, Expertise relevant to the specific role;
• Basic ICT & digital fluency, Expertise relevant to the specific role, end-user computing configuration management;Procedure adherence, Ability to strictly adhere to established, formal guidelines, including in new situations;
• Problem solving, Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies;
• Client Orientation, Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions;
• Corporate approach, Ability to bring in corporate vision and priorities into one’s area of work (e.g. budgeting going beyond simple budgetary considerations, taking into account strategic priorities);
• Confidentiality and Discretion, Establishes self and division as trusted advisor to internal stakeholders by maintaining high level of discretion and confidentiality in assignments; demonstrates sound judgement when dealing with sensitive and/or confidential matters; drives good governance and is a “Culture Carrier” demonstrating IFAD institutional conscience through;
• Risk management (e.g. reputational), Identification and assessment of potential liabilities and risks in IFAD’s activities, particularly vis-à-vis third parties; ability to handle risks via contingency and mitigation strategies;
• Verbal communication – Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language.

Other Information

Applicants for National positions at General Service level must be legally authorized to live and work in the country of recruitment at the time of application. Any job offer is subject to evidence from the candidate to have obtained and be able to maintain the legal status to live and work in the country of recruitment.

Candidates may also be considered for other similar positions in our office in Bangkok.

In accordance with IFAD’s provisions, all new staff members will normally be placed at the first step in the grade level for which they have been selected. For information on IFAD’s remuneration package, please visit IFAD’s compensation and benefits page on our website. Applicants are invited to use the ICSC compensation calculator to estimate the salary and benefit entitlements. See here .

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

In the interest of making most cost-effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.

IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation in line with its Diversity, Equity and Inclusion (DEI) Strategy and the Policy to prevent and respond to sexual harassment, sexual exploitation and abuse .

Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org