Administrative Assistant

4 weeks ago

กรงเทพมหานคร, Thailand International Union for Conservation of Nature Full time

**Administrative Assistant**:

Vacancy #:

6554
Unit:

Asia - Science and Strategy Group
Organisation:

International Union for Conservation of Nature (IUCN)
Location:

Asia Regional Office, Bangkok, Thailand
Reporting to:

Senior Programme Officer, Species/ Programme Coordinator, SSG
Work percentage:

100%
Grade:

A3
Expected start date:

01 September 2023
Type of contract:

Fixed-term (24 months)
Closing date:

17 August 2023
- BACKGROUND
- The Science and Strategy Group (SSG) is considered one administrative entity, and has evolved from the previous Ecosystems and Livelihoods Group, Asia construct. It brings under one umbrella all component thematic programmes in IUCN.
- This position will provide support to both the Science and Strategy Group (50%) and to Asia Regional Finance Unit (50%).
- The Science and Strategy Group (SSG) serves as the regional technical hub for IUCN’s programme in Asia. The group is currently composed of a small team of 11 technical officers and two administrative staff and works on five main programme areas: species; protected and conserved areas; marine and coastal; water and wetlands, and forests and agricultural landscapes.
- SSG has four main roles:
- Provision of regional science leadership
- Provision of technical support to Country Offices.
- Development and implementation of large, multi-country initiatives.
- Facilitation of knowledge hubs.

The Regional Finance Unit at the Asia Regional Office provides accounting services to ARO based cost centres and projects, hosting agreements, Maldives office as well as financial oversight and backup support to all IUCN country offices across Asia region. In addition, technical backup support is provided to ORO as well.-
- The Secretary will provide secretarial and administrative support to both SSG and Regional Finance Unit. Specific duties are summarised below.
- Science and Strategy Group
- Secretarial and Administrative Duties- Manage the preparation of documentation, coordination with ARO Finance Unit, and processing of payments to consultants, partners and suppliers as requested by and on behalf of SSG personnel.
- Manage the preparation of documentation, liaison with ARO Administration Unit and Procurement Committee as needed, for all procurement by SSG.
- Manage the collation of all approved timesheets for SSG staff each month, and provide copies to ARO Finance Unit as needed, provide a monthly analysis of staff time booking to SSG Head;
- Manage the collation of all rental invoices for SSG each month and submit with all relevant documentation to ARO Finance for processing.
- Support the arrangement for SSG staff travel (including preparation of Travel Authorisations, flight bookings, cash advances, local transport arrangements, visas, and hotel reservations); and preparation and reconciliation of cash advances and/or reimbursement for travel expenses.
- Maintain files and records relevant to SSG projects and agreements as needed according to IUCN procedures.

Workshop Organisation- Working in collaboration with the Administrative Assistant, SSG, provide administrative support for SSG meetings and workshops including: identification of suitable venues; liaison with venue staff; organisation of participants’ local and international travel and accommodation; calculation and provision of participants’ DSAs; preparation of participants’ document packs; organisation of welcoming/farewell dinners; organisation of field excursions; assist with preparation of expenditure reports for events; and troubleshooting as required.

Other Duties- Assist in coaching and mentoring interns, junior support staff and other programme staff in relevant IUCN procedures and policies;
- Assist the SSG team with data collation, entry and management for ongoing projects, as needed;
- Where necessary, and according to agreed schedules and responsibilities, provide secretarial and administrative support to other units in times of particular stress;
- Carry out any other relevant tasks as required by, and mutually agreed with, the line manager(s).

Regional Finance Unit- Maintain files and records relevant to Finance as needed according to IUCN procedures;
- Assist in making travel arrangements for finance staff in terms of processing TAs, flight books, hotel arrangements, cash advances and expense claims
- Assist with extracting, copying and scanning of documents required for audits and other purposes
- Assist with completing documentation and other requirements for visas;
- Assist with procurements of supplies and equipment;
- Liaise with admin unit for up-keeping of office space
- Assist with meetings arrangements both inside and outside of office
- Any other tasks assigned to relating to area of responsibilities
- REQUIREMENTS
- Bachelors or Masters in Business Administration, Commerce or related studies
- At least 3 years of working experience in the relevant ToR
- Excellent MS Office skill is required in terms of day-to-day operation
- Excell

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