Administration Assistant G5

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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

Job Title: Administration Assistant

Grade: G5

Type of contract: Fixed Term

Duration: 1 year (renewable)

Duty Station: Bangkok, Thailand Vacancy Number: 833144

Date of Publication: Thursday 30 May 2024

Deadline of Application: Sunday 16 June 2024

* This vacancy announcement is for Nationals of Thailand.

WFP offers a competitive benefits package including tax free salary, for G5 level starting from THB 59,775, pension, 30 days of annual leave balance plus a medical insurance and other benefits you may be entitled.

Remote work may be possible depending upon the operational requirements of the Programme. Requests are assessed on a case-by-case basis, taking into account the personal circumstances of the requestor given the operational situation.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Senior Administration Associate, the job holder will be responsible to perform protocol and privileges functions and look after all compliance aspects related to office protocol, professional staff privileges, tax exemption, VAT, or other related elements.

• Perform front office duties, including receptionist, welcoming visitors and carrying out pre-security screening for visitors or parcels.
• Handle all types of official travel visas, dealing directly with local or international embassies and organising official travel visas for staff, government or counterparts.
• Engage with local and international embassies, obtain official travel visa information and updates, produce accurate information and communicate with staff or travellers.
• Coordinate with other units the onboarding of new staff members on protocol matters,
• Provide guidance or communicate with international embassies or country offices to obtain official Thailand entry visas for staff and family members. Ensure the correct visa category is granted before entry to Thailand.
• Manage re-entry visa applications and stay permits in Thailand for professional staff, family or consultants. Ensure information is tracked and renewal is performed as per the procedures.
• Support the staff in obtaining the Thailand Identification Card and Thailand Driving licence.
• Perform and assist professional staff with importing household goods, personal effects and vehicle privileges.
• Assist professional staff on tax exemptions for personal vehicle purchases and UN plate registration.
• Manage office importation and customs clearance formalities.
• Manage and maintain paper and electronic records in the administrative services for United Nations VAT exemptions per established procedures to ensure swift and easy data access.
• Perform any other business as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area. University degree in relevant fields is desirable.

Experience& Skills:

• Minimum of 5 years of progressive work experience in the administrative services, or related areas is required.
• Proficiency in Microsoft Office application is required.
• Experience working in a United Nations common system operation or similar international organisation or non-governmental organisation - in a liaison setting is desirable.
• Experience working in a multicultural and/or international work environment is desirable.
• Experience in collecting and researching data, especially related to country entry requirements (Visa and other documents), travel restrictions, across various areas of immigration or related areas is desirable.

Language: Fluency in both oral and written communication in English and Thai.

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

• Leading by example with integrity,
• Driving results and delivering on commitments,
• Fostering inclusive and collaborative teamwork,
• Applying strategic thinking,
• Building and maintaining sustainable partnerships.

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). **Only short-listed candidates will be contacted.

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.

Request for Disability related Reasonable Accommodations:

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at [email protected]. Our DEI team is here to ensure your full participation in our recruitment process.

This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

WFP’s Regional Bureau for Asia and the Pacific in Bangkok, Thailand oversees operations in 17 country offices including the Pacific, reaching 30 million people with assistance. The portfolio of our work ranges from humanitarian aid in Afghanistan, to school meals in Cambodia and Laos, supporting government, social protection schemes in India and Pakistan, climate change adaptation in Nepal and Sri Lanka, nutrition for mothers in Bangladesh and Timor-Leste, to emergency preparedness in Indonesia and the Pacific.

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. All selected candidates will, undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.