Administration Associate

**Job Highlight**
Drive smooth office operations by supporting administration, logistics, and client-focused services.

**About the Region**
The Asia Pacific Regional Office, based in Bangkok, Thailand, provides strategic leadership and oversight for UNOPS operations across 17 countries, ensuring high performance, operational excellence, and alignment with organizational goals. Operations currently span Afghanistan, Bangladesh, Cambodia, China, India, Indonesia, Lao PDR, Myanmar, Nepal, Papua New Guinea, Pakistan, the Philippines, Sri Lanka, Thailand, Vietnam, and the Pacific Islands. Across these countries, we work closely with key stakeholders to strengthen partnerships and maximize impact through five main operating units: Afghanistan (AFCO), Myanmar (MMCO), South Asia Multi-Country Office (SAMCO), East Asia and Pacific Multi-Country Office (EAPMCO), and the Asia Regional Health Cluster (ARHC). Through these entities, we provide agile, client-focused service delivery across diverse sectors - including infrastructure, health, procurement, and project management - supporting the implementation of sustainable development solutions across the region.

**About the Country/Multi-Country Office**
The South Asia Multi-Country Office (SAMCO) supports UNOPS operations across six countries: Bangladesh, India, the Maldives, Nepal, Pakistan, and Sri Lanka. SAMCO delivers a broad range of services and technical expertise in climate change, water, sanitation and hygiene (WASH), infrastructure, procurement, human resource management, and fund management. Each country office is staffed with local technical experts and maintains strong partnerships with national governments, ensuring context-specific solutions and effective project implementation.

**Job Specific Context**
Under the direct supervision of the Administration Officer within the Support Services Unit, the incumbent provides comprehensive administrative and logistics support to multiple projects. This role involves high-level internal coordination with cross-functional teams, including Procurement, ICT, Finance, HR, and Partnerships, to collect information, provide inputs, and follow up on various requests. Under the guidance of the Administration Officer, the incumbent also collaborates with regional and HQ administration, logistics, and asset management teams to gather necessary data and request specialized support, while also engaging with other UN agencies to maintain updates within the administrative service area. The incumbent would be drafting formal correspondence and conducting follow-up visits and calls with vendors and government departments. To ensure operational efficiency, the incumbent utilizes multiple digital tools to prepare and maintain meticulous records and logs.

**Role Purpose**
The Administration Associate performs - and may supervise personnel in delivering - technical and administrative support services across both specialized and generalized processes in administration and logistics to ensure efficient, client-focused and effective service delivery. The incumbent fosters a quality- and results-oriented approach, ensuring the optimal and cost-effective use of office resources.

**Functions / Key Results Expected**
Administrative Services Coordination

• Coordinate individual work areas and guide personnel on executing standard office transactions, processes and client services, ensuring full compliance with UNOPS rules, regulations, policies and strategies.
• Monitor team performance against service agreements and assess client satisfaction.
• Implement control mechanisms for designated administrative services, including maintaining accurate administrative control records such as commitments and expenditures.
• Oversee inventory control, ensuring proper issuance and tracking of inventory items and supplies.
• Review travel authorizations, supporting documentation and payment requests.
• Serve as a designated transactional role  in the ERP system
• Compile data and research information to support the planning of financial resources and administrative budgets for service delivery.

Logistics and Asset Management

• Oversee the implementation of logistics systems in line with UNOPS procedures.
• Coordinate and supervise services related to shipments and customs clearance, travel, event management, administrative surveys, transportation, insurance, building/facility/space management, and office supplies.
• Coordinate supply and asset management services, including physical verification of inventory items.
• Ensure timely preparation and submission of periodic inventory reports.
• Oversee protocol services, including staff registration and securing host government authorizations.
• Liaise with local authorities regarding authorizations, privileges and immunities for UNOPS personnel, as well as office space and other administrative matters.
• Compile information on administrative services provided for cost-recovery billing.
• Supervise tran