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.
• Act as procurement focal point for the Region. Provide advice and training as necessary and liaise with Senior Procurement Officer at HQ regarding changes and improvements in procurement procedures, templates and tools.

DUTIES

1. Office Administration

• Manage and supervise administrative staff as a high-performing team for IUCN Asia’s regional logistical 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.
• 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.

2.Procurement of Products and Services

• 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.
• Manage the entire process for all requests for procurement proposals, their evaluation, negotiation and contracting in full compliance with IUCN, and donors’ rules and regulations,
• Ensure that all required approvals are obtained internally as per delegation of authorities and IUCN procurement procedures.
• Prepare all contracts and purchase orders, and all required documents and processes for the tax exemption and customs clearance.
• Conduct overall needs assessment and help establish annual procurement plans for ARO office. Identify logistical bottlenecks and propose ways to fill in the gaps. Develop a strategy to optimize purchasing power.
• Conduct the process of selection of preferred vendors in all the countries on specific services and procurements such as travel agencies, hotels, office supplies, etc.
• Monitor and ensure procurement for products and services products are legitimately used for the benefit of the institution and mitigate risk of misuse.
• Upkeep proper documentations of all products and services procured for any audits and be able to explain details of each procured spendings.
10.

3 Administrative Engagement in External Affairs

• Conduct regular monitoring and review of Thailand Government and other external policies and regulations affecting IUCN offices and staff including security restrictions, visas and permits, environmental and related standards, and official protocols and norms.
• Oversee and manage the Thai Visa processing for internationally relocated staff in Bangkok, Thailand in obtaining “F” Category Visas for staff and “O” Category for dependents including extension of Visa on an annual basis and provide other required visa related services;
• Oversee and manage the Thai Visa processing for short-term interns and other temporary personnel including obtaining “ED” Category Visa and provide other required Visa related services;
• Develop, maintain, and strengthen high level relationships with Embassies in Thailand with a focus on the countries that IUCN works with globally.
• Oversee and facilitate the visa processing for IUCN staff applying for Visas from within Thailand for official duty travel.
• Develop, maintain, and strengthen host-country relations with relevant ministries and agencies of the Thailand Government under the strategic guidance of the Regional Director’s Office and Thailand Country Programme and Lower Mekong Sub-Regional Teams.
• Facilitate the planning and execution of periodic and on-going ARO requirements for liaising with relevant Thailand Government entities in securing visas, permits and other official documents necessary for IUCN’s internationally recruited staff;
• Ensure that internationally recruited staff, short-term visitors, hosted staff and interns are advised and enabled to obtain and maintain proper types of visas and permits in compliance with Thailand immigration regulations.
• Liaise with embassies, consular missions and service providers by determining documentary requirements, application procedures and general timelines for outbound visa and travel arrangements;
• Facilitate institutional and professional contacts with embassies, diplomatic missions and international organisations to support staff communications, events participation, and general networking;
• Coordinate with ARO units and staff in preparing the paperwork, setting timeline and providing updates in the processing of visas, permits and other documents required for staff at duty station and while on duty travel.

4.Regional Management Support

• Provide strategic advice to senior management, i.e. Regional Management Committee (RMC), on relevant administrative matters and as requested;
• Share periodic updates with and seek guidance from the Regional Director’s Office (RDO) on priority and urgent tasks, by liaising with the Head of External Admin Services and/or other RDO staff;
• Assist the Regional Coordination Committee (RCC) in developing and implementing action plans for enhancing capacity of region-wide administrative and general services staff;
• Contribute to budget development, management and monitoring for ARO administrative and general services, under the guidance of the Regional Heads of Finance and Human Resources;
• Carry out assigned tasks related to generating revenues from use of office facilities by external clients, hosted organisations and other entities.


As primary contributor to the above-mentioned institutional functions, the Position’s key performance deliverables include:

• Guidelines and tools co-developed with teams and recommended for management approval;
• Advisory and capacity building services provided to offices/staff in their ongoing operations;
• Operational solutions and remedies directly performed for specifically assigned critical services;
• Compliance and quality assurance mechanisms established and maintained.
• Institutional knowledge and records systematised and updated;
• Reports and feedback synthesized and submitted for senior management, and
• Others as determined and agreed with line manager.