ThaiNGO

                                                                UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES (UNHCR)

INTERNAL / EXTERNAL VACANCY ANNOUNCEMENT

Vacancy Notice No. 12/2022

(Internal and External Advertisement)

Operational Context

Thailand Multi Country Office (MCO) covers four countries , Cambodia, Laos, Thailand and Viet Nam. The candidate is responsible for all administrative functions, including admin, finance and human resources for all countries and locations under the purview of the multi-country office. The candidate must ensure that all administrative functions of the MCO are carried out in line with UNHCR standards and UN rules and regulations. The incumbent will supervise the admin unit at the MCO and will provide guidance and support to admin units in other locations to ensure compliance with standards and procedures and consistency countrywide. S/he may seek/receive functional guidance from the Assistant Regional Representative (Administration) at the Regional Bureau for Asia and the Pacific that is located in a separate premise in Bangkok.

While the position is based in Bangkok, the Associate Administrative Officer, will be required to travel regularly to field locations (two field offices on the Thai-Myanmar border) to provide functional support and guidance on general administration, human resources and financial management, and to ensure that effective internal controls are in place.  Persons with travel constraints should, therefore, not consider applying for this position.

The Associate Administrative Officer, may also be required to attend inter-agency meetings on administration and finance. Given the considerable and diverse workload, it is important that the incumbent is conversant in all aspects of the administration and is able to represent UNHCR in these fora.

The candidate must, therefore, be motivated, hard-working, organized and able to prioritise and poses :

- Solid knowledge of UN financial rules and regulations, as well as of internal control frameworks and risk management

- Strong financial analysis and budgeting skills

- Demonstrated strong administration, human resources and financial management experience, including managing budgets

- In-depth knowledge of UN staff administration and management policy and procedures

- Familiarity with Enterprise Resources Planning (ERP) ie Finance/Supply and HR/Payroll

- Knowledge of procurement, asset management and fleet management rules

- Proven ability to manage and lead a team, including strong team building skills

- Ability to work within a larger team and to collaborate with other functional teams to achieve objectives

- Excellent organizational and interpersonal skills, to deal with the regular and affiliate workforce staff, as well as other UN organizations and external parties

- Well-honed coordination and communication skills

- Excellent drafting skills in English.

- The ability to work well under pressure and to make decisions.

- The ability to adapt and respond quickly to changing circumstances.

- Very good presentation skills.

- Experience in training/coaching and capacity building on general administration, human resources and financial management.  

- Diverse experience in the Field

- Ability to mediate and to provide peer support

- Professional qualification in accounting and finance (CPA/CIA or equivalent) is desirable

Organizational Setting and Work Relationships

The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results.

S/he will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems.

Frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization’s programmes. He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.

The incumbent directly supervises general service staff.

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

• Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
• Monitor the day-to-day personnel and administrative operations of the office.
• Provide advice on personnel and administrative policies and procedures.

• Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
• Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff.
• Coordinate training and capacity-building activities to staff in administrative related areas.
• Assist with the preparation of staffing and administrative budget requirements for the office.
• Assist in the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.
• Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
• Monitor the quality and timeliness of goods and services delivered to the office.
• Manage contracts and relations with suppliers.
• In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR.
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education

Public or Business Administration; Economics; or other relevant field.

Relevant Job Experience

Essential

Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications.

Desirable

Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCR’s administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules.

Functional Skills

AD-Administration;

FI-Financial Management;

FI-Funds Monitoring/Identifying Cash Flow Problems;

MG-Office Management;

RM-Resource Management;

UN-UNHCR Financial Rules and Regulations and Procedures;

Language Requirements

Fluency in English and Thai

Competency Requirements

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Managing Performance

Judgement and Decision Making

Managing Resources

Empowering and Building Trust

Cross-Functional Competencies:

Planning and Organizing

Political Awareness

Analytical Thinking

Eligibility:

Candidates must be Thai nationals.

Internal staff members should consult the Recruitment and Assignment of Locally Recruited Staff (RALS), UNHCR/AI/2020/1/Rev.2. If you have any question regarding the eligibility, you may also contact the HR unit.

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:

Please submit your Motivation Letter, duly signed P.11 form, Curriculum Vitae and a copy of official ID card/national passport clearly stating the position title, vacancy notice number and your Last Name in the subject line to: THABAHR@unhcr.org by the closing date.

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

According to UNHCR Administrative Instruction on COVID-19 Vaccination and related Safety Measures, candidate(s) selected for the position will be requested to provide proof of COVID vaccination during the medical clearance process.   Failure to provide an acceptable proof of COVID vaccination may disqualify the candidate from being appointed to the position.   

P.11 form 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.

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.

Refugees – who cares? We Do

Distribution:

• All UNHCR staff members in Thailand
• UN organizations in Thailand
• Specialized Agencies
• Diplomatic Missions
• International NGOs
• Non-government Organizations
• Embassies