Under the supervision and guidance of the supervisor, the incumbent provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in both Thailand Country Office and East Asia and Pacific Regional Office, ensuring accurate and timely delivery, whilst promoting a client-based, quality and results orientated approach to the unit and ensuring compliance with UNICEF HR rules and regulations.
In addition, s/he is also expected to perform liaison functions relevant to collaboration with Ministry of Foreign Affair officials on incoming and outgoing UNICEF personnel. These tasks pertain the following but not limited to reporting any change in UNICEF work force, Arrival and Departure of staff – consultants, Stay Permit request upon arrival and Expatriate ID cards issuance for staff - dependents to government officials.
Key Responsibilities include:
Support in processing of entitlements and benefits
In consultation with supervisor, analyze, research, verify, and compile data and information on cases that do not conform to UN or UNICEF’s HR Rules & Regulations, to support consistent and equitable application of decisions and implementation of agreed upon action.
In consultation with supervisor, analyze, research and verify information for the purpose of responding to staff queries on areas related to benefits and entitlements.
Processes entitlements and benefits for local staff in accordance with UNICEF rules and regulations, by ensuring all relevant forms are completed by staff and data is entered into VISION.
Maintains and prepares all personnel-related records and files, ensuring all information on each staff member is up-to-date and accurate.
Support in recruitment and placement
Prepares vacancy announcements for positions for review by hiring managers to help attract ideal candidates.
Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.
Analyzes, researches, verifies, and compiles data which facilitates preparation of workforce planning reports for supervisor to review against benchmarks i.e. Gender and geographical balance and other recruitment related key performance indicators.
Liaises with candidates in the various stages of the recruitment process.
Through the system, prepares formal acknowledgement, offer and regret letters.
Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
Monitors life-cycle of recruitment process to update supervisor as necessary.
Support in learning and development
In consultation with supervisor, researches and analyses data and information to help identify training needs within his/her country office for the development of learning plans and other targeted training interventions.
In consultation with supervisor, researches, analyzes, verifies, and compiles information on external training courses available and institutions to help supervisor decide on learning programmes that address learning gaps in his/her country office.
Assists team in organizing and conducting courses, workshops and events by participating in exercises which aim to build capacity of stakeholders.
Develops and processes contracts for institutions providing training and courses, ensuring compliance with UNICEF rules and regulations.
Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical and secretarial support at workshops and events as necessary.
Time Attendance
Maintains and updates a system which monitors the absence of staff.
Support in liaison /administrative relevant to Ministry of Foreign Affair
Responsible for monitoring and reporting incoming and outgoing UNICEF international staff both long-term and short-term also consultants/individual contractors to Ministry of Foreign Affair. Ensure submission of relevant staff’s document required for expatriate registration, Stay-Permit, Expatriate ID card is completed to MoFA through both designated online and offline channel timely. Systematically monitor - record the Expatriate Cards received from MoFA and distribute to staff /dependents.
Brief international personnel on general administrative matters relating to Expatriate status / ID Card; provides advice and ensures administrative support, as required.
Collaborate with other sections and agencies, liaison with government officials also contribute in interagency meeting/working group in relation to coordination with MoFA on change in staffing status.
To qualify as an advocate for every child you will have…
Completion of secondary education; preferably supplemented by technical or university courses related to the job functions. An advanced university degree (Master’s or higher) in Human Resources, Public Administration or related field, preferred.
A minimum of 6 years of progressively responsible human resources and administrative work experience required, out of which 4 years’ recent experience in core functions of Human Resources Management preferred.
Excellent Thai and English communication – verbal and written
Thai Nationality.
Technical knowledge of HR principles, rules, regulations and procedures also recent updates; especially on talent outreach.
Familiarity with protocol and work processes relevant to liaison with Ministry of Foreign Affair and Government sector, preferred.
Experience working in UN system recently, preferred.
Strong skills in data management, especially confidential data.
Good organizational, analytical, negotiation, interpersonal and problem-solving skills.
Ability to handle and complete multiple tasks within deadlines with minimum supervision preferred.
Demonstrates courtesy, tact, patience and ability to work effectively harmoniously in an international multicultural environment.
Proven good track record in demonstrating a high degree of confidentiality and discretion
Proven proficiency and good knowledge of computer applications, including data management and online searching related.
