Senior Administration Officer

2 months ago

กรงเทพมหานคร, Thailand International Union for Conservation of Nature Full time

**Senior Administration Officer**:

Vacancy #:

6497
Unit:

Asia - Administration Unit
Organisation:

International Union for Conservation of Nature (IUCN)
Location:

Asia Regional Office, Bangkok, Thailand
Reporting to:

Head of Human Resources Asia and Oceania
Work percentage:

100%
Grade:

P2
Expected start date:

01 August 2023
Type of contract:

Fixed-term (24 months)
Closing date:

25 July 2023
- BACKGROUND

The Administrative and Integrated Corporate Services Unit of IUCN’s Asia Regional Office (ARO) and Oceania Regional Hub, based in Bangkok, Thailand provides general services regarding physical facilities maintenance, procurement, IT, travel, collating and informing the staff on region wide safety and security updates, staff insurance and visa processing support, inventory control, supply management and any other relevant services. Currently it comprises six staff members with outsourced service providers for office security and janitorial services.

This is a local recruitment. Only Thai nationals, individuals with residence status, or the appropriate employment visa for Thailand are eligible to apply. The remuneration and benefits package for this position is established with reference to the local labour market and in line with the IUCN conditions of service for Thailand.- RESPONSIBILITIES
- The Senior Administration Officer, ARO has the primary responsibility of ensuring that the Regional Office and all its installations and support services are operated cost-effectively and efficiently.
- The key responsibilities of this position are to:
- Coordinate ARO’s office operations through the provision of efficient, cost-effective all administrative and general services required;
- Serve as ARO procurement officer by working closely with relevant staff and units in managing institutional processes of procuring products and services as per IUCN policies, procedures and guidelines;
- Develop, maintain and strengthen host-country relations with relevant ministries and agencies of the Government of Thailand including to secure visas, permits and other official documents necessary for IUCN’s internationally recruited staff;
- Liaise with Bangkok-based embassies, diplomatic missions and international organisations to support staff in visa and travel arrangements, official communications and participation in events;
- Support the Heads of country, sub regional and regional units/offices in coaching and advising region-wide administrative and general services staff to deliver high-quality and timely services.
- Manage and supervise administrative staff as a high-performing team for IUCN Asia’s regional logístical hub serving internal and external clients;
- Plan and implement the necessary office procedures, systems and resources for routine delivery of administrative and general services. Lead in efforts for protecting and securing ARO institutional assets including: office premises and facilities, equipment and materials, IT, vehicles, and other physical assets;
- Manage the allocation of office spaces, work stations, furniture and fittings, and office consumables.
- Establish and maintain service agreements for cleaning and sanitation, repairs and renovations as and when required to ensure that the building, office spaces and grounds are maintained to the highest standard;
- Oversee office and staff security including access control, security rounds, emergency drill and evacuation procedures, and crisis rapid-response schemes in case of violence, pandemic and similar public risks;
- Set up a professional service desk for visitor management, office reception, reservation for meeting rooms, and secretarial assistance for general external inquiries including via e-communications;
- Oversee the development and maintenance of information technology infrastructure within the office and ensure that such systems comply with IUCN standards, local laws and applicable regulations.
- Take direct responsibility for ensuring that all office procurement processes follow IUCN policies, procedures and guideline;
- Serves as secretary of ARO Procurement Standing Committee and administrative team’s focal person for ARO Finance, Accounting and other units;
- Ensure that procured products and services meet IUCN’s corporate standards, values and practices for green and sustainability initiatives, environmental soundness, resource-use efficiency and respect for social equity;
- Play a major role in the development and the management of the annual administration and general services unit budget with a focus on planning and controlling expenditure while providing comprehensive services;
- Oversee the rental of conference and meeting room facilities to external clients as appropriate.
- Ensure that the buildings and equipment are appropriately insured and that 3rd party insurance coverage is in place;
- Support the Regional Director and the Head, Lower Mekong Subregion in obtaining a Host Country Agreement for IUCN in

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