ThaiNGO

United Nations High Commissioner for Refugees (UNHCR)

Representation in Thailand

Vacancy Announcement No. 19/2015   

Internal/External Circulation

Availability of the Post    As soon as possible

The Senior Secretary is responsible for office management, secretarial and administrative support in the Office of the UNHCR Representative in Thailand. The incumbent is normally supervised by the Representative who provides general outline of assignments and reviews the completed work for accuracy and conformance with objectives. Subject to the nature of the task/assignment, the Senior Secretary will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues. The Senior Secretary liaises with other internal or external entities to ensure effective delivery of services/out-put in the Office/Division/Bureau.

Functional Statement  

Accountability (key results that will be achieved)

- The Office of the UNHCR Representative in Thailand has sufficient secretarial and administrative support thus better able to meet its objectives.

Responsibility (process and functions undertaken to achieve results)

- Arrange appointments and maintains supervisor’s calendar. Receive visitors; places and screens telephone calls and answers queries with discretion.

- Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings.

- Prepare informal translations and may act as interpreter.

- Type correspondence, documents and reports, some of which are highly confidential.

- Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system.

- Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up. Maintain filing system for electronic and hard copy documents.

- Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for staff within the unit.

- Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits.

- Liaise at an appropriate level with other units/Sections, HQ services, Regional Representations and country offices, as applicable, to facilitate the work of the Unit.

- Perform other relevant duties as required. 

Authority (decisions made in executing responsibilities and to achieve results)

- Access the relevant information and records which may be sensitive and confidential.

- Prioritise tasks and organize work independently.

Minimum Qualifications and Professional Experience Required

- Applicants must be Thai national. 

- Completion of Secondary education or equivalent technical or commercial school with Secretarial training and/or certificate.

- Minimum five (5) years of previous job experience relevant to the function.

- Computer skills (MS Office and Oracle/ Peoplesoft applications).

- Fluency in English and working knowledge of another relevant UN language or local language.

Desirable Qualifications and Competencies

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

- Knowledge of another relevant UN language.

Please submit your Motivation Letter, P.11 and resume indicating the vacancy number and the position title to THABAHR@unhcr.org

Applications will not be acknowledged. Only the 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