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Programme Assistant

1 month ago

Thailand UNICEF Full time

**Job no**: 564996

**Contract type**: Fixed Term Appointment

**Duty Station**: Bangkok

**Level**: G-5

**Location**: Thailand

**Categories**: Communication

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, better future._**

**_ Learn about what we do to create a fair chance for every child in Thailand, click _**_here_**_._**

**_ How can you make a difference?_**

The Programme Assistant for Communication plays a critical role in ensuring the smooth running of the Communication section for UNICEF Thailand. Under the supervision and guidance of the supervisor, this position provides a range of procedural, administrative, and operational support to the whole Communication team as it develops, implements, and monitors its work plans for children in Thailand and across the world.

**_ Major Responsibilities_**

**1. Administrative**
- Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logístical arrangements. Keeps vendor lists, partners, and consultant rosters up-to-date.
- Collecting invoices and filing documents for approval and thereafter processing in VISION.
- Preparing and maintaining records, documents and control plans for the monitoring of project/programme implementation and financial expenditures.
- Supporting the management of administrative supplies and office equipment.
- Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
- Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaising with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
- Maintaining and updating a system which monitors the absence of staff.
- Preparing and maintaining records pertaining to programme planning and development for his/her respective section.
- Carrying out transactions in VISION ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and makes amendments and alterations as per section revisions when necessary.
- Supporting capacity development activities, meetings and conferences by making the logístical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.

**2. Implementing partnership management**:

- Supporting management of the implementation partnership with CSOs in line with the CSO Policy and Procedure and other relevant organizational policies, procedures and guidelines.
- Ensuring the required duties and responsibilities of the Partnership Review Committee Secretary are carried out as specified by the CSO Procedure and coordinated the timely processing (quality assurance) of the following umbrella programme cooperation agreements (PCAs) in conformity to global standards and CO specific requirements.
- Monitoring and reporting on the status of CSO partnerships implementation using corporate tools and systems such as e-Tools and InSight including their roll-out.
- Supporting country office capacity and knowledge exchange on in-country implementing partnerships management.

**Education**:

- Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.

**Work Experience**:

- A minimum of five years of progressively responsible administrative or clerical work experience is required.
- Some experience in partnership management related activities, preferably in an international organization will be an asset
- Previous experience in UNCS an asset

**Language and Computer literacy**:

- Fluency in English and Thai (written and verbal) is required.

**For every Child, you demonstrate**

**UNICEF's values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) **and Core Competencies** required for this post are:

- Demonstrates Self Awareness and Ethical Awareness (1)
- Works Collaboratively with others (1)
- Builds and Maintains Partnerships (1)
- Innovates and Embraces Change (1)
- Thinks and Acts Strategically (1)
- Drive to achieve impactful results (1)
- Manages ambiguity and complexity (1)

**Technical competencies/ Skills**
- Thorough knowledge of UNICEF administrative policies and proced