Junior Administrative Support - Travel and Protocol

Volunteering Admin Interpretation & Translation Communications & PR

Overview

Assist in data tracking, monitoring and reporting for travel and protocol items.

You have:

• A Bachelor’s Degree in Administration or an area related to Office management, hospitality, or International Relations.
• At least 1 month of relevant work experience at the national and/or international level.
• Exceptional oral and written skills; excellent drafting letters and reporting skills.
• Demonstrated solid computer literacy, including the use of MS Office applications.
• Accurate and professional document production and editing.
• Ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels.
• Ability to operate effectively across organizational boundaries.
• Sensitivity and adaptability to culture, gender, religion, nationality, and age.

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The UNICEF Thailand aims to nurture Diversity Inclusion workforce which youths helping to drive changes and support programme through Human Resources Management on improving the lives of children.

The UNV Volunteer – Junior Administrative Assistant (Protocol and Travel) will be tasked to assist in data tracking, monitoring, and reporting on staff’s information relevant to travel documents required by local authorities to perform the role in Thailand. The role also involves coordination with internal and external stakeholders to support work efficiency of the unit as well as Common Services Unit of UNICEF Offices in Bangkok.

Under the direct supervision of Administrative Associate – Travel and Protocol, the National UN Youth Volunteer will :

Coordinate Travel Arrangements :

· Liaise with UNICEF-approved travel agents to obtain fare quotations, secure flight reservations, and evaluate airfare options in accordance with UNICEF Travel Procedures.

· Ensure timely and cost-effective travel planning for staff, consultants, and eligible dependents.

Provide Visa and Immigration Support

· Facilitate visa arrangements for all categories of official travel, including duty travel, reassignment, and onboarding.

· Provide procedural guidance and document support for Thai Visa Authorization, Thai Resident Permits, and Re-entry Visas for UNICEF staff, UN Volunteers, consultants, and their eligible dependents.

· Ensure full compliance with host country regulations and Ministry of Foreign Affairs protocols.

Assist with Protocol Administration

· Support the preparation and submission of official documentation required for diplomatic privileges, visa endorsements, and residency-related matters.

· Maintain liaison with relevant government agencies and internal units to ensure smooth processing and timely renewals.

Manage Records and Documentation

· Digitize and organize documents, maintaining structured records in shared folders for team access and audit readiness.

· Keep travel logs and statistics updated to support operational reporting and visibility across units.

Review and Verify Travel Invoices

· Review invoices for air tickets and travel reimbursements to ensure accuracy, compliance, and proper documentation prior to submission for payment.

· Flag discrepancies and follow up with vendors or staff as needed.

Coordinate UNLP Requests

· Assist with the submission and tracking of United Nations Laissez-Passer (UNLP) requests, including issuance, renewal, and cancellation processes.

· Ensure alignment with UN protocol standards and internal clearance procedures.

Others

· Provide support for workshops, conferences, and official activities, ensuring that travel and protocol components are fully integrated into event planning and execution.

· Monitor and regularly update content on the Protocol and Travel SharePoint site to ensure accuracy and relevance.

· Due to operational requirements, remote work (work-from-home modality) is not applicable to this position.

This UNV assignment plays a critical role in supporting the Thailand country office’s Travel and Protocol functions, serving as a coordination point to ensure these operations are executed with precision, timeliness, and adherence to organizational standards. The position is primarily responsible for assisting travel arrangements and upholding protocol compliance which requires discretion, attention to detail, and a strong grasp of organizational procedures. Through effective coordination, the role contributes directly to the smooth functioning and professionalism of the Protocol and Travel Team.

· Professionalism: demonstrated understanding of operations relevant to UNICEF; technical capabilities or knowledge relevant or transferrable to UNICEF procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented.

· Integrity: demonstrate the values and ethical standards of the UN and UNICEF in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority.

· Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues.

· Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

· Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities.

· Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups.

· Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary.

· Bachelor’s Degree in Administration or area related to Office management, hospitality, International Relations; a first-level university degree or equivalent in combination with relevant training and/or professional experience may be accepted in lieu of a university degree.

· At least 1 month of relevant work experience at the national and/or international level Experience working in the UN or other international development organization or Embassies is an asset.

· Other desired/mandatory required technical knowledge.

· Exceptional oral and written skills; excellent drafting letters, reporting skills.

· Accuracy and professionalism in document production and editing.

· Excellent interpersonal skills ; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development ; Ability to work and adapt professionally and effectively in a challenging environment ; ability to work effectively in a multicultural team of international and national personnel.

· Demonstrated solid computer literacy, including the use of MS Office applications, office technology equipment / platform, as well as familiarity with database monitoring and tracking progress using modern technology and digital applications to support operational efficiency and reporting accuracy.

· Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.

· Sound security awareness.

· Have affinity with or interest in Child’s rights, volunteerism as a mechanism for durable development, and the UN System.

The incumbent will be Thai national staff and will work in Thailand.

Apply now

Potential interview questions

Added 7 months ago - Updated 7 months ago - Source: unv.org