ThaiNGO

Open to Internal and External Candidates

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The International Organization for Migration (IOM) Regional Office for Asia and the Pacific (ROAP) in Bangkok, Thailand oversees and provides strategic and technical support to IOM activities within the region. Within the RO Bangkok structure, the Regional Resources Management Unit (RRMU) provides support to 40 IOM Country Offices (COs) within the region on budgeting, accounting, human resources, procurement, ICT and other administrative functions.

Under the overall supervision of the Senior Regional Resources Management Officer (SRRMO) and direct supervision of the Regional Human Resources Officer (RHRO) in Bangkok, Thailand, the incumbent will provide day to day Admin support to the Regional Office for Asia and the Pacific as well as act as a Focal Point for organization of events.

Core Functions / Responsibilities:

1. Welcome visitors by greeting them, in person or on the telephone; answering or forward any incoming phone calls while providing basic information as needed.

2. Receive and sort daily mails/ deliveries/ couriers; and distribute as necessary. Ensure record keeping and maintenance of all relevant correspondences, accordingly to IOM guidelines, bearing in mind the confidentially of the information.

3. Maintain security by following procedures and controlling access such as monitoring logbook, issuing visitor badges, etc.

4. Update the Regional Office’s appointment calendars and assist in scheduling meetings/ appointments and assist during meetings and events, as required.

5. Update different type of contact/distribution lists, including Global Address List (GAL), Regional Office Directory, IOM Location List, etc.

6. Oversee the Regional Office library and maintain the organization of library materials.

7. Assist to ensure office premises, particularly the reception area and meeting rooms, are well-maintained, including the ITC equipment in the meeting room.

8. Draft routine correspondence and internal memos, general briefing notes, documents, statistics and reports, informal translations as required.

9. Informally translate official letters, documents and IOM related news articles etc. from Thai to English language and vice-versa, and act as an interpreter as required.

10. Ensure record keeping and maintenance of all relevant correspondences, accordingly to IOM guidelines. Maintain the filing/ archiving system ensuring data protection and safekeeping of confidential documents and other relevant materials. Contribute to the development and use of automated filing systems.

11. Assist in requisition of office supplies and equipment.

12. Assist in coordinating events (conferences, workshops, trainings, meetings, etc.) as assigned. Provide administrative and logistics support in the preparations and close-out for assigned events in coordination with the relevant managers, partners and other Units within IOM. Provide on-site support and liaise with vendors on event-related matters as necessary.

13. Assist with preparing basic budgets and provide periodic progress reports to the Manager for assigned events. Keep track of event finances and contracts as applicable.

14. Compile relevant documents and submit to the RMU for payment to the vendors on timely manner.

15. Keep the RO Events Calendar updated at all times.

16. Assist in visa process for all official participants.

17. Assist in arrange accommodation for all official visitors when/as require.

Required Qualifications and Experience

Education

• Bachelor’s degree in accounting, Commerce, Business Administration or a related discipline with three years of relevant work experience.

Experience

• Progressively responsible administrative and operational experience, preferably in an international, non-profit environment;

• Experience in liaising with governmental and diplomatic authorities as well as with national and international institutions;

• Demonstrated ability to manage multiple work assignments efficiently and effectively;

• Proven ability to accomplish assignments with little supervision;

• Ability to handle information and documents with confidentiality;

• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Skills

• Excellent interpersonal skills both in person and by phone, with high professionalism;

• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,

• Knowledge of UN and bilateral donor programming.

Languages

Fluency in English and Thai language is required.

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

How to apply:

Interested candidates are invited to submit their applications via e-mail to ROBangkokHR@iom.int . Please include the reference code: ROBKK-VN 22-033 followed by your full name in the subject line.

Applications should include:

• Cover letter

• Curriculum vitae

• Duly completed IOM Personal History Form (can be downloaded from here or http://thailand.iom.int/);

Other

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

• Appointment will be subject to certification that the candidate is medically fit.

• Only shortlisted candidates will be called for assessment.

Please ensure that your application is complete with the above-mentioned documents. As incomplete applications generate an immense administrative burden for our organization. As a general rule, candidates who have not properly submitted their application with required documents will be excluded from consideration.