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Administration and IT Assistant

Vacancy #:   6714
Unit:   Asia - Administration Unit
Organisation:   International Union for Conservation of Nature (IUCN)
Location:   Asia Regional Office, Bangkok, Thailand
Reporting to:   Senior Administration Officer
Work percentage:   100%
Grade:   A2
Expected start date:   15 February 2024
Type of contract:   Fixed-term (24 months with possibility of renewal)
Closing date:   31 March 2024 (extended)
Reporting to the Senior Administration Officer, the Administration and IT Assistant is responsible for providing a range of administrative, reception and IT admin services to a fully functional IUCN ARO Office.
Receptionist Duties:
-Welcome and extend hospitality to all guests/visitors and direct them to the concerned staff.
-Manage the PABX. Handle all incoming and outgoing calls and take adequate messages when required.
-Respond courteously to public queries.
-Maintain a register of outstation private/official calls and provide individual bills to different units and individuals at the end of each month.
-Ensure messages are communicated effectively and documented down correctly.
-Keep a digitalized telephone directory and update and circulate ARO telephone extension lists and list of IUCN offices in Asia Region.
-Ensure proper handling of all incoming and outgoing postal mails, couriers, faxes, etc and direct staff for correct way of doing it.
-Ensure that the reception area is always presentable.
Administration Duties:
-Support preparation and management of travel and logistics to support regional operations and program activities.
-Support day-to-day office management to ensure the security of assets and appropriate use of office supplies, equipment, and compound.
-Maintain IUCN ARO registration’s documents both hard copies and electronic files and coordinate with the government to update as needed.
-Ensure that IUCN ARO administrative forms are up-to-date and used when applicable and recommend necessary changes to the forms for smoother office management.
-Perform other tasks as assigned, including photocopying and working closely with the messengers for documents processing.
-Provide secretarial services to Senior Administrative Officer on ARO procurement matters, this may include coordination and facilitation of Procurement Committee meetings and ensuring that all relevant documentation is available to all PC members in each meeting.
-Support the Administration Team to ensure that all IUCN ARO staff are comprehensively facilitated in administrative matters.
-Provide support on ARO bi-annual office’s asset stocktaking, inventory, disposal and keep records.

Travel and Visa processing
-Provide support/facilitate travel arrangements, including visa/documentation arrangements for staff within IUCN and related external organizations.
-Maintain all relevant documentation, including travel authorizations, relating to travel arrangements facilitated by the Administration Unit.

IT Support
-Helping to install, configure and maintain the IUCN ARO’s IT framework.
-Setting up hardware and software applications as and when required
-Providing general support for the IT unit and for the IUCN ARO’s computer users
-Installing and maintaining various peripherals as well as installing relevant updates and patches
-Handling customer and colleague queries regarding networks, systems, and applications, often through a help desk.
-Various ongoing tasks such as checking and proofreading content, data entry, database maintenance and using printers, copiers etc.

-Ensure that ARO and its premises are maintained safe, pleasant, and tidy.
-Keep all equipment in ARO maintained to a high standard and assist coordinating with service providers for maintenance, servicing, and repairs.
-Assist to control the dispatching of stationery and office supplies to all component units of ARO ensuring timeliness and accuracy.
-In collaboration with the Administration Team, provide support to the programme. components of ARO, specifically with regards to workshops and programme events and activities as and when required.
-Carry out other relevant tasks assigned by, and mutually agreed with, the Line Manager
  • Formal/Academic Education
A professional certificate, diploma or degree in Secretarial, Office Administration and Information Technology.

• Training & Experience
Minimum two years of work experience in progressively Admin and IT management roles, preferably with international non-profit organisations.

• Language skills (Necessary to perform the job)
Proficient in written and spoken English and Thai.

• International experience
Ability to work and function in a multicultural and multidisciplinary environment, including to deliver work outputs with tight deadlines.

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/

About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.