Vacancy : Secretary/Protocol - Administration Section

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to Thailand works in close coordination with the Embassies and Consulates of the 27 EU Member States.  We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Thai government in areas that are part of the EU’s remit.

We offer

The post of Secretary/Protocol (Local Agent Group 3) in the Administration Section.  The team consists of 20 people and there are occasional atypical working hours.

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs.  The successful candidate will serve under the supervision and responsibility of the Head of Administration Section, providing support, expertise and assistance to the Section.

Functions and duties:

• Responsible for Expats and their family, household member, and their new born baby in relation to their arrival, visa, temporary accommodation provided that they require, their termination, permit of stay; re-entry visa, I.D. cards, driving license;
• Protocol, permit to stay, re-entry, driving licence, ID card (including new, renewal, loss, damage), car sale, car purchase, car registration and renewal;
• Update of diplomatic list;
• Update Post report for the new comers;
• Visa prior authorisation, visa on missions;
• Keep track/update the list of expat, family and household member in terms of renewal protocol issues on daily basis;
• Airport pass renewal both Donmuang and Suvarnabhumi Airports;
• Request for a license with MFA during VIP, bodyguards' arrival with weapon;
• Serviced vehicles on selling / buying / importation / plate registration and plate renewal (Back up);
• Issuance/add/change the authenticated signature of authorized expats signing documents (Back up);
• Customs formalities, personal effects, car, pets, etc.;
• Contacts and preparation of documents concerning customs clearance procedures on importation of goods; personal effects; purchase or sales of service and private vehicles for officials, Contract Agents; Junior Experts, Individual Experts;
• Shipment of EUDEL DHL’s diplomatic cargo through DHL (Back up);
• Shipment of Liquor/alcohol clearance (Back up);
• Issuance correspondence such as opening bank account letter, residence letter, working certificate, invitation letter for visa, and others as required;
• Filing and upkeeping of the filing system and archives of the Administration;
• License/disposal X-ray machine and new license, and OSL film renewal to Ministry of Science and Atoms for Peace (Back up);
• To undertake other assignments that may be requested in view of the efficient functioning of the Section or the Delegation.

The base salary will depend on relevant and verified employment experience, typically starting from a minimum of 66,903 Baht per month.  There is a competitive benefits package, subject to certain conditions, including a 13^th month salary, provident fund, transportation allowance, child allowance, 20 days of annual leave, and public holidays, as well as health insurance (The salary is subject to local taxes). 

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Must hold a higher education and/or a degree in secretarial work;
• 5 years of relevant executive secretarial / office experience;
• Experience with Embassy – MFA relations is an asset;
• Experience with Embassy – Immigration/Customs/Department of Land Transport/Airport of Thailand/Shipping agents relations is an asset.
• Good command of Thai and English (written and spoken);
• Excellent oral and written communications skills with external and internal contacts;
• Computer literate (and knowledge of commonly used programs such as Word, Excel).

Assets / selection criteria (basis for awarding points to select the best applicant)

• Able to work as a team member with good inter-personal skills;
• Ability to work in a multicultural environment;
• Ability to negotiate at all level, ability of negotiate within various Thai Authorities in a multicultural and multilingual environment;
• Ability to understand and contribute to effective and efficient administration and procedures of the Admin team;
• Capacity to focus on priorities and to organize work to deliver on time;
• Attention to detail and accuracy;
• Capable of producing high quality results within often tight deadlines;
• Knowledge of European Union, its rules and functioning is an asset.