Re-advertisement) Administrative Assistant (Operations, GS-5, Fixed Term, UNICEF Thailand Country Office, Bangkok, 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 1,650 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 (Operations) is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes, and policies.

Major Responsibilities

1. Administration

• Co-ordinate and follows up within the sub-units of CSU, other sections in the office, Country Offices and UN agencies.
• Arranges and co-ordinates internal and external meetings of CSU’s sub-units, other sections and UN agencies for issues relating to the functions of CSU. Assembles notes and references for meetings.
• Undertake information searches and collate data as required.
• Provides back-up administrative support to other sub-units as and when required.
• Undertakes other tasks when requested.
• Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate
• Liaise with HR unit to obtain lists of IP staff eligible for duty-free products for submission to UNESCAP upon approval of the supervisor.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.

2. Procurement

• Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Maintains up-to-date vendor lists, partners, and consultant rosters.
• Closely coordinates with Supply sub-unit and Bidding Committees to administer the bid and quotations opening process. Ensure the security of the bid and quotation document and the transparency of the opening process.

3. Events/Logistics

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the work group commitments.

4. Travel

• Provides travel assistance to staff members in section 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.
• 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.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
• Monitors travel certification and report back to the team.

5. Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

Qualifications of Successful Candidate

Education:

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

Experience:

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

Language Requirements:

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

Skills:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• 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 values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS) and core competencies in Communication, Working with People and Drive for Results.

The core competencies required for this post:

• 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)

To view our competency framework, please visit here.

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.

Please send application no later than 24 September 2023.

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.