Senior Administrative Assistant (PSP) at UN High Commissioner for Refugees

Job Title: Senior Administrative Assistant (PSP)

Job ID: 33288

Location: Bangkok (GP), Thailand

Salary Grade: G5

Hardship Level: A

Family Location Type: Family

Effective date:

This position is available only from 1 May 2022 onwards.

Eligible Applicants

This position is advertised open to internal and external applicants.

Eligibility:
Applicants should consult the Recruitment and Assignment of Locally Recruited Staff (RALS), UNHCR/AI/2020/1/Rev. 2 dated 16 March 2021. If you have questions regarding your eligibility, you may also contact the HR Unit.
Internal candidates: An applicant who has internal status is
1) A staff member holding an indefinite or fixed-term appointment in any duty station in the country.
2) 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.
3) Candidates who have been granted group 2 status.

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

Organizational Setting and Work Relationships

The Senior Administrative Assistant will provide administrative support to the office where the position is located.

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 a Senior Officer often 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.

Operational Context

The Senior Administrative Assistant is a position within the Private Sector Partnerships Service (PSP), Asia Regional Office in Bangkok, Thailand. The incumbent will provide administrative assistance; – facilitating official travels for UNHCR staff, Consultants, and other external participants in the region. This includes preparation of travel requests, travel authorizations, and travel claims, visa, etc. In additional, the incumbents will be responsible for coordinating events (workshop, meetings), and make logistics and administrative planning, preparations of venue, and materials in coordination with the relevant requester.

The incumbent will also be required to provide support on procurement and human resources activities related to Affiliate Workforce, and support to the team members to ensure routine administrative tasks are correctly and timely implemented, and the workflow is managed efficiently. The incumbent may liaise with other internal or external entities on routine matters and on more complex subjects upon specific instructions from the supervisor. The nature of certain personnel/ administrative tasks required discretion and confidentiality as per UNHCR standards and practices.

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

Years of Experience / Degree Level

For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher**

Field(s) of Education

Not applicable.

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

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

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Not specified.

Desirable

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

Functional Skills

*IT-Computer Literacy;

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

UN-UN/UNHCR Financial Rules and Regulations and Procedures

IT-PeopleSoft Applications

(Functional Skills marked with an asterisk* are essential)

Language Requirements

Fluent in English and Thai.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Not specified.

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

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 **

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.

Closing Date

Closing Date: 03 February 2022