Internal Vacancy) Administrative Assistant (Travel, G-5, Fixed-Term, UNICEF Thailand Country Office, Bangkok, Thailand, Job No

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,711 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 some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.

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?

The Administrative Assistant is responsible for executing a broad variety of standardized administrative tasks for the respective section(s) requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

In this capacity, the need to project the image of a credible and reliable service provider is imperative to quality of process delivery, and the impact of work directly reflects on the overall reputation of the team in terms of responsiveness to client needs and quality of process execution.

Major Responsibilities

1. Travel and Protocol

• Provides travel assistance for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. Create and process Travel Authorizations as well as claim settlements.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as Thai resident permit, visas, security clearance, medical clearance, documentation procedures.
• Extracts, inputs, maintains and verifies correctness of travel records including personal data such as travel document, stay permit and re-entry permit in the organization’s travel system to ensure accurate transactions. Monitor expiring dates and provide appropriate notification to staff for the timing of renewal in advance.
• Prepares document and submits requests for Thai visa authorization, extension of Stay permit in Thailand, Re-entry permit and Immigration related issues with MFA and Immigration Bureau and other Thai authorities for UNICEF personnel and eligible dependents. ensures completeness of document submission based on official requirements. Follow up with MFA, Royal Thai Embassy/Consulate-General when required via applicable platforms.
• Liaise with UN personnel and HR unit for renewal of visa and stay permit to ensure timely document submisison.
• Liaises with staff on preparation of visa application to Embassies in Thailand and follows up as required to ensure travel documents/authorization/visas are submitted and received timely. Ensures the delivery and pick up of document is completed in timely manner.
• Prepare visa application to International Embassies in Thailand and follows up as required to ensure travel documents/authorization/visas are submitted and received timely.

2. Invoice Processing

• Prepare Payment Request or Petty Cash voucher including Travel related invoices and filing documents for approval and payment to Finance Unit.

3. Events and Conferences

• Liaises with the hotel representatives to collect information on special rates and offers for accommodation and meeting facilitates. Provides support in making hotel reservations to UNICEF staff and visitors when required.
• Assists on logistic arrangements for external, meetings. through engaging with facilitators, caterers and hosts. Occasionally this involves airport reception and departure of the high-rank officials.

4. General Administrative Duties

• Maintain an updated database also document required for travel arrangement and travel authorization process.
• Prepare VAT document for Unit.

• Maintain attendance records / act as a leave focal point.

  Qualifications of Successful Candidate

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

• A minimum of 5 years of progressively responsible administrative or clerical work experience is required.

• Fluency in English and local language of the duty station is required.

  For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability (CRITA) and core competencies in 1) Builds and maintains partnerships, 2) Demonstrates self-awareness and ethical awareness, 3) Drive to achieve results for impact, 4) Innovates and embraces change, 5) Manages ambiguity and complexity, 6) Thinks and acts strategically, 7) Works collaboratively with others, and 8) Nurtures, leads and manages people (applicable for supervisor and manager’s role).

The core competencies required for this post are…

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Successful candidate will be offered an attractive remuneration package under the UN system.

Only shortlisted candidates with pre-screening according to child safeguarding will be contacted and advance to the next stage of the selection process.

*This advert is ONLY open to all personnel with an ongoing employment relationship directly with UNICEF. It does not include interns and employees of external entities performing duties for UNICEF.

Please send application together with P-11 and Performance Evaluation Reports (PERs) of the last two years no later than 4 May 2022. FORM P11.doc

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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 is committed to promote the protection and safeguarding of all children.

For gender balance in the workforce, Thai National male qualified candidates are highly encouraged to apply.

All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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.