Junior Administrative Assistant (Protocol and Travel) will be tasked to assist in data tracking, monitoring, and reporting on staff’s information relevant to travel documents required by local authorities to perform the role in Thailand. The role also involves coordination with internal and external stakeholders to support work efficiency of the unit as well as Common Services Unit of UNICEF Offices in Bangkok.
Responsibilities:
Liaise with UNICEF-approved travel agents to obtain fare quotations, secure flight reservations, and evaluate airfare options in accordance with UNICEF Travel Procedures.
Ensure timely and cost-effective travel planning for staff, consultants, and eligible dependents.
Facilitate visa arrangements for all categories of official travel, including duty travel, reassignment, and onboarding.
Provide procedural guidance and document support for Thai Visa Authorization, Thai Resident Permits, and Re-entry Visas for UNICEF staff, UN Volunteers, consultants, and their eligible dependents.
Ensure full compliance with host country regulations and Ministry of Foreign Affairs protocols.
Support the preparation and submission of official documentation required for diplomatic privileges, visa endorsements, and residency-related matters.
Maintain liaison with relevant government agencies and internal units to ensure smooth processing and timely renewals.
Digitize and organize documents, maintaining structured records in shared folders for team access and audit readiness.
Keep travel logs and statistics updated to support operational reporting and visibility across units.
Review invoices for air tickets and travel reimbursements to ensure accuracy, compliance, and proper documentation prior to submission for payment.
Flag discrepancies and follow up with vendors or staff as needed.
Assist with the submission and tracking of United Nations Laissez-Passer (UNLP) requests, including issuance, renewal, and cancellation processes.
Ensure alignment with UN protocol standards and internal clearance procedures.
Provide support for workshops, conferences, and official activities, ensuring that travel and protocol components are fully integrated into event planning and execution.
Monitor and regularly update content on the Protocol and Travel SharePoint site to ensure accuracy and relevance.
Due to operational requirements, remote work (work-from-home modality) is not applicable to this position.
Requirements:
Bachelor’s Degree in Administration or area related to Office management, hospitality, International Relations; a first-level university degree or equivalent in combination with relevant training and/or professional experience may be accepted in lieu of a university degree.
At least 1 month of relevant work experience at the national and/or international level Experience working in the UN or other international development organization or Embassies is an asset.
Other desired/mandatory required technical knowledge.
Exceptional oral and written skills; excellent drafting letters, reporting skills.
Accuracy and professionalism in document production and editing.
Excellent interpersonal skills ; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development ;
Ability to work and adapt professionally and effectively in a challenging environment ; ability to work effectively in a multicultural team of international and national personnel.
