Thailand: VA 16/2015: Administrative Assistant (GS-4), Mae Sariang

United Nations High Commissioner for Refugees (UNHCR)

Representation in Thailand

Vacancy Announcement No. 16/2015

Internal/External Circulation

Position Title: Administrative Assistant

Post Level: General Service (GS-4)

Post No.: 10015517

Report To: Protection Officer

Section: Admin Unit

Duty Station: Mae Sariang, Thailand

Contractual Status: Fixed-Term Appointment (on a Replacement Capacity)

Date Issued of the Vacancy Announcement: 11 June 2015

Closing Date of the Vacancy Announcement: 24 June 2015

Availability of the Post: As soon as possible

Duties and Responsibilities

The incumbent is responsible to support the Protection Officer in all administrative and financial functions in UNHCR Mae Sariang, including

• Assist the supervisor to monitor and record expenditure/disbursement of funds.
• Maintain hard and electronic office files and records;
• Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;
• Receive, register, route correspondence and office pouch. Maintain a follow up system
• Draft routine correspondence, memoranda and reports.
• Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leave and movements of staff. Support staff members with processing personnel-related documentation.
• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
• Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
• May regulate and monitor routine provision of services and/or shifts from service providers, as applicable;
• Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
• Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet the level of the services in the organization.

Required Qualifications and Competencies

Applicants must be Thai national.

• Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management , Human Resources or other related field*.*
• Minimum 3 years (for secondary education holder) or 4 years (for certifcate/training holder) of previous job experience relevant to the function;
• Computer skills (MS office and People soft applications).
• Fluency in English and working knowledge of another relevant UN language or local language.
• Good knowledge of UNHCR Admin and financial rules, procedures and processes;
• Knowledge and working experience of MSRP (Peoplesoft);
• Prior exposure to UNHCR refugee operations and functions relating to field office administration
• Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Please submit your P.11, resume and motivation letter, indicating vacancy announcement number and position title to THABAHR@unhcr.org

Application will not be acknowledged. Only successful candidate will be notified of the outcome of the selection process.

P.11 form can be downloaded from: http://unhcr.or.th/sites/default/files/p11.doc