Job Opportunity at IUCN

Available Position: Senior Administration Officer

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.

JOB DESCRIPTION

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.

1.DUTIES
1.1.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.

1.2.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;
• 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
Thailand;
• 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.

1.3. Administrative Engagement with External Entities
• 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;
• 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.

1.4.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.
Please Note: The above TOR contains the main responsibilities and duties of this position. However in an ever evolving
organisation such as IUCN staff members are expected to show flexibility in their approach to work and be willing to undertake
other tasks that are reasonably allocated to them but which are not part of their regular TOR. Where any task becomes a
regular part of staff member’s responsibilities, the TOR should be changed in consultation between the manager, the staff
member and the HR Unit. Any one of the three may initiate the consultation.

REQUIREMENTS

• Required Qualifications
• Bachelor’s degree in business administration, communications or any related field, and with additional relevant
professional training; Master’s-level academic qualifications preferable;
• Minimum 8 years of relevant professional work experience as Senior Administration Officer, administrative coordinator
and/or head of a logistics support team
• Prior employment with a regional/international organisation with office-hub operations in Thailand
• Excellent in spoken and written English and Thai language
• Advanced proficiency in Microsoft Office suite and modern-office communications and information management systems
• Good understanding in using various ERP systems
• Organizational and time-management skills
• Analytical abilities in solving problems
• Exceptional attention to detail
• Interpersonal skills
• Event Management (internal and external) skills
• Advanced computer skills, with an aptitude to learn new systems and procedures
• Hands-on experience with office machines and equipment
• Self and service driven
• People oriented with key skill in managing office staff positively
• Experience developing internal systems and process improvement
• Project Management would be an advantage