Operations Officer, Regional Administrative Services (RAS)

Organizational Setting

This position is located in the Regional Administrative Services (RAS) Unit in the ILO Regional Office for Asia and the Pacific (ROAP) which is responsible for providing a range of operational and administrative support services for the Regional Office and the ILO Decent Work Technical Support Team for East and South-East Asia and the Pacific and Country Office for Thailand, Cambodia and Lao People’s Democratic Republic (DWT/CO-Bangkok).

Main Purpose

As a team member, the incumbent provides professional services for the administration and delivery of a range of operational services for the Office from several of the following areas: finance, human resources, procurement, import and export shipments, facilities and asset management, security, communications, information management and information technology (IT). Services are delivered in an efficient, effective and client-oriented manner and include the use of the enterprise resource planning (ERP) system. Work is governed by established rules, regulations, policies, procedures and guidelines. 

The position works under the supervision of Chief, Regional Administrative Services. Day-to-day activities and actions require minimum supervision. Detailed instructions and guidance are provided for special assignments or the handling of unusual or complex matters. 

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to build and maintain effective working relationships, exchange information on issues related to service delivery, to analyse information and to follow up on outstanding clearance and pending administrative matters.

External contacts are primarily with service providers, United Nations (UN) agencies and working groups, non-governmental organizations (NGOs) and other international organizations to exchange information and obtain assistance to ensure successful delivery of operational services. Contacts are also with the Ministry of Foreign Affairs to keep abreast of regulations on and changes to import and export formalities and administrative procedures related to diplomatic privileges. 

Key Duties and Responsibilities

1. Provide professional  services for the effective delivery of the Office’s operational services. Administer day-to-day operations from several of the following areas: finance, human resources, procurement, facilities and asset management, security, communications, information management, information technology (IT), ensuring full compliance with applicable standards.
2. Oversee and guide the work of staff in concerned operational areas. Supervise staff as applicable. Monitor and verify accuracy and appropriateness of administrative transactions processed by support staff. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system.
3. Provide substantive support in the continuous analysis and monitoring of the resource situation (financial, human resources) of the Office. Provide regular management reports to support informed decision-making. Prepare financial statements, inventory activity reports including acquisition, disposals of assets, and physical asset checks and provide the related coaching to staff members of country offices and project offices.
4. Assist in delivery of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments, external payment authorisations (EPAs) and office financial clearance (OFCs), accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts. Provide support for preparation of the Programme and Budget proposals.
5. Assist in delivery of HR operations and services. Liaise with local hospitals to facilitate credit and payment on behalf of ILO Staff Health Insurance Fund members receiving treatment.
6. Maintain liaison on daily administrative matters with local banks, insurance companies, government agencies, other UN agencies, etc. Participate in UN interagency meetings, working groups and joint initiatives on common system activities in the concerned operational areas. Prepare information notes on key issues and developments and follow up as required.
7. Review procurement requests against applicable standards and submit for clearance. Prepare standard solicitation documents. Provide administrative support to bidding processes. Prepare for approval purchase orders within delegated authority. Participate in the inter-organization procurement of goods and services.
8. Keep abreast of changes to applicable standards, best practices and technologies in concerned occupational areas. Share knowledge and provide guidance to staff.
9. Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
10. Conduct research and analyse data and information on a variety of operational related subjects. Prepare analytical reports to contribute to programme/project monitoring and provide inputs to reports and other communications.
11. Assist the Country Security Focal Point (CSFP) in ensuring the safety, security and well-being of officials and the security of premises and assets in accordance with United Nations security policies and procedures. Act as Local Security Assistant as required.
12. Perform other relevant duties as required.

Minimum Requirements

Education

University degree (Bachelor’s or equivalent) in a field relevant to the job.

Experience

Minimum of two years of professional work experience in an administrative or operational area. Experience working in the procurement area in a United Nations setting would be an advantage. 

Languages

Excellent command of an official language (English, French, Spanish) of the Organization.  Working knowledge of another official language of the Organization or an official national language of the duty station. 

Knowledge and Competencies (technical/behavioural)

Good knowledge of principles and concepts related to the areas of operations (e.g. finance, HR, administration, procurement, etc.).
Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.

Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Ability to interpret and work within applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Analytical skills.
Good drafting skills.
Ability to maintain effective working relationships with key stakeholders.
A high degree of discretion with sense of responsibility in dealing with confidential matters.
Interpersonal skills, tact and diplomacy when dealing with others.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.