Administrative Associate (Travel and Protocol), GS-6, CSU, UNICEF Thailand Country Office, Job No

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,980 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, better future.

Learn about what we do to create a fair chance for every child in Thailand, click here.

How can you make a difference?

Under the supervision and guidance of the supervisor, the incumbent is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

The incumbent is predominantly accountable for the procedure of Duty Travel and Entitlement Travel for staff members, with balanced consideration of staff welfare, efficiency, cost-effectiveness, environmental impact, and safety and security. Moreover, the staff represents the supervisor in initiating, following up on, and resolving issues pertaining to travel requests, Thai visa, Resident permit, and any other protocol issues.

The incumbent will be working in close collaboration with colleagues in other units to exchange information and ensure consistent service delivery in line with current practices and travel policies. External contacts include counterparts in national governments, international organizations, and bi-lateral and multi-lateral institutions.

Major Responsibilities

1. Official Travel and Protocol

• Provides travel assistance to both local and international staff members and counterparts for domestic and international travel arrangements and entitlements, in accordance with the organization’s rules and policies. Liaises with the Ministry of Foreign Affairs (MFA), Immigration Bureau, local authorities including Embassies, and relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Validates all Travel Requests and supporting documents prior to the approval of a Travel Authorization (TA) for staff members. Liaise with UN Travel Agency to ensure cost effectiveness accordance to UNICEF Travel Policy.
• Facilitate UNLP application and renewal including cancellation.
• Assists with the MFA guidelines and protocol matters for the VISA arrangements and the extension of stay permits and re-entry for international staff members and dependents.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
• Monitors travel certification and report back to the team.

2. Events/Logistics

• Supports different office activities and conferences on the logistical arrangements,

3. Others

• Monitor and update staffs’ photos stock for visa and protocol issues. Arranges for the renewal regularly as per MFA and Embassies policy.

Qualifications of Successful Candidate

Education:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Work Experience:

• A minimum of 6 years of relevant administrative or clerical work experience is required,
• Three (3) years and an additional two (2) years of experience may be substituted for candidates holding a bachelor’s and master’s degree, respectively.
• Proven track record of experience in travel arrangements, coordination with MoFA and immigration on visa and other travel documentation
• Understanding local and international laws for international organizations, preferred.

Language Proficiency:

• Fluency in English and Thai is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills:

• Computer Literacy in using MS Word, Excel, PowerPoint, and SharePoint; required.
• knowledge of United Nations’, administrative policies, and procedures.
• Excellent Organizational, planning and time management skills.

Experience with “customer-facing” role

• Tact, discreet and patience
• High sense of confidentiality, initiative, and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are*:

• Demonstrates Self Awareness and Ethical Awareness (2)
• Works Collaboratively with others (2)
• Builds and Maintains Partnerships (2)
• Innovates and Embraces Change (2)
• Thinks and Acts Strategically (2)
• Drive to achieve impactful results (2)
• Manages ambiguity and complexity (2)

*The 7 core competencies are applicable to all employees. However, the competency Nurtures, Leads and Managers people is only applicable to staff who supervise others.

Familiarize yourself with our competency framework and its different levels.

Please submit application and relevant documents no later than 29 July 2024.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.