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Administrative Assistant (Private Sector Fundraising and Partnerships), RSC, EAPRO, Bangkok (GS-5)

Bangkok

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Bangkok
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Sustainable trade and development
    • External Relations, Partnerships and Resource mobilization
    • Private Fundraising and Partnerships
    • Public, Private Partnership
  • Closing Date: Closed

Join UNICEF to save lives and improve lives of children.

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, Childhood

Thailand is firmly established as a middle-income country.  Economic growth over the last two decades has been impressive: poverty has fallen by around two-thirds since 1990, despite the 1997 economic crisis from which Thailand has fully recovered.  This prosperity, combined with a growing awareness of and commitment to child rights, has resulted in successive governments investing in the wellbeing and future of children.  These investments have brought hugh, often life-changing benefits to millions of children. 

 

How can you make a difference?

Under the close supervision and guidance of the supervisor, the administrative assistant supports the respective section through providing a range of procedural, administrative, operational support, ensuring timely and effective delivery that is consistent with UNICEF rules and regulations.

 

Support in travel arrangement

  • Provides assistance to staff members in the section on travel arrangements and entitlements and liaises with relevant focal points, ensuring that it is in accordance with the organization’s rules and policies.
  • Briefs/de-briefs staff members in team on issues related to 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 of staff travel and cost.
  • Assists in the preparation of budgets on travel costs and maintains travel budgetary control records.

 

Support in invoice processing

  • Collects invoices, completes necessary information on documents ready for approval and processes in VISION system.
  • Uploads electronic files and verifies results to destination system.
  • Updates client on transaction status and responds to other inquiries.

  

Contracting of consultants or other service providers

  • Facilitates the contracting process of consultants and external partners for services.  This includes preparation and completion of necessary documents and forms, uploading in the VISION system, and providing logistical arrangement.
  • Keeps vendor lists, partners, and consultant rosters up-to-date.
  • Arranges for the purchase and timely distribution of office supplies.

 

Support in events and conferences

  • Provides logistical support and arrangement on capacity development activities and conference which includes coordination and communication with facilitator, caterers, hosts and participants.
  • Liaises with budget focal points and section over costs and requirements.
  • Prepares background materials for participants and uploads cleared materials in the intranet.
  • Prepares and maintains agendas on meeting and events related to the work group commitments.

 

Support in property management, office equipment, and vehicles

  • Supports management of administrative supplies, office equipment and vehicles, and updates inventory of items.
  • Monitors and supervises adequate and appropriate use of supplies, ensuring that services and maintenance of premises are in accordance with organizational standards.

 

Support in other administrative duties

  • Maintains hard and electronic files and updates database systems ensuring timely and appropriate recording, safekeeping and disposal of confidential information.
  • Maintains attendance records / acts as a leave focal point.
  • Monitors the utilization of all financial input requisitions and reports to the supervisor for necessary adjustments (over-utilization, shortage of funds, etc.).  Supports programme monitoring related to instructions/tools and reports to supervisor for significant changes.

 

To qualify as a/an [champion or advocate] for every child you will have…

  • 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.  Knowledge and experience in administrative and numerical procedure/process in UNICEF/UN system is an advantage.
  • Experience in providing logistical support for travels, events, and meetings.
  • High fluency in English and Thai (verbal and written).
  • Strong planning, organizational, analytical, negotiation, interpersonal and problem solving skills.
  • Ability to handle and complete multiple tasks within deadlines with minimum supervision preferred.
  • Attention to details.
  • Tact, discretion, self-starter and good judgment.
  • Demonstrated ability to work effectively and harmoniously in an international multicultural environment.
  • Proven proficiency and good knowledge of computer applications including data management.
  • Meet UNICEF Core Values and Competencies for level of the position: Commitment, Diversity &Inclusion, Integrity, Communication, Working with People and Drive for Results.
  • Proven proficiency and good knowledge of computer applications including data management.
  • Meet UNICEF Core Values and Competencies for level of the position: Commitment, Diversity &Inclusion, Integrity, Communication, Working with People and Drive for Results.

 

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

Please send application no later than  19 February 2018.  

 

All UN including UNICEF candidates need to send an application letter together with Personal History (P-11) and Performance Evaluation Reports (PERs) of the last two years.

Download File FORM P11.doc

 

Only short listed candidates will be notified. 

 

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

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This vacancy is now closed.
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