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Senior Administrative Assistant (VA.NO. RBAP014/2020)

หมดเขตวันที่ : 06 เมษายน 2020

UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES (UNHCR)

INTERNAL / EXTERNAL VACANCY ANNOUNCEMENT

Vacancy Notice No. 14/2020

Title of the Post

Senior Administrative Assistant

Category/grade

General Service, G5

Post Number

N/A

Type of contract

Temporary Appointment

Location

RBAP, Bangkok, Thailand

Date of Issue

30 March 2020

Effective date of assignment

As soon as possible

Closing Date

06 April 2020

Duration of Assignment

Six (6) months with possible extension based on satisfactory performance and availability of fund.

 

 

Organizational Setting and Work Relationships:

 

The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of the Associate Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

 

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

 

Duties:

 

-        Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.

-        Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.

-        Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.

-        Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.

-        Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.

-        Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.

-        Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.

-        Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.

-        Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.

-        Prepare attestations and certificates required by the staff members for signature of senior officer.

-        Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

-        Perform other related duties as required.

 

Minimum Qualifications:

Education & Professional Work Experience:

 

  • 5 years relevant experience with High school diploma.  If the applicant holds a completed university degree (which is not required for this position), the number of years of university education may be considered equal to the same number of years of work experience in reviewing the number of years of experience required for the post, provided that the degree has been completed and is directly relevant to the position.  The period of university level education shall count for no more than 50% of the required work experience and is only to be considered when comparing external candidates. 

 

Certificates and/or Licenses:

 

  • Business Administration, Finance, Office Management, Human Resources or other related field.

 

Desirable:

 

  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.

 

Functional Skills:

 

  • UN/UNHCR Administrative Rules, Regulations and Procedures

  • UN/UNHCR Financial Rules and Regulations and Procedures

  • Computer Literacy

  • PeopleSoft Applications Talent development

 

Language Requirements:

 

  • Fluency in English and Thai.

 

Competency Requirements:

Core Competencies:

 

  • Accountability

  • Communication

  • Organizational Awareness

  • Teamwork & Collaboration

  • Commitment to Continuous Learning

  • Client & Result Orientation

 

Cross-Functional Competencies:

 

  • Analytical Thinking

  • Planning and Organizing

 

Eligibility:

Internal candidates: Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (IOM/49-FOM/50/2012 dated 15 June 2012). If you have questions regarding your eligibility, you may also contact the HR Unit.

 

An applicant who has internal status is a staff member holding an indefinite or fixed-term appointment in any duty station in the country. Former UNHCR General Service staff members, having held an indefinite or fixed-term appointment for an uninterrupted period of at least one year may apply for internally advertised vacancies at their previous grade or equivalent or one grade above, if the seniority requirements are met, for a period of two years following separation (if such criteria are not met, former staff members can still apply as external candidates).

 

External candidates: External candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.

 

Remuneration:

 

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

 

Submission of Applications:

 

If you wish to be considered for this vacancy, please submit your letter of motivation, signed Personal History Form  by e-mail clearly stating the position title, vacancy notice number and your Last Name in the subject line to RBAPHR@UNHCR.ORG  by the closing date.

 

The Personal History Form and its supplementary sheet can be downloaded from: https://www.unhcr.or.th/sites/default/files/u11/P11_UNHCR.docm and

https://www.unhcr.or.th/sites/default/files/u11/P11SUP_UNHCR.docm

 

No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

 

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.

 

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