ThaiNGO

JOB TITLE: Assistant Executive Director of Thailand’s Office (Section)

DEPARTMENT: Operational Department

Job GRADE: 13

JOB PURPOSE: Provide high-level administrative support to the Management Team, and direction; and assist with administrative, logistical and coordination tasks of Amnesty International Thailand’s Office.

DEPARTMENT PURPOSE: To provide comprehensive administrative & executive support and coordination support to leadership in the Thailand Office which enables the efficient operation of the office’s human rights work.

USEFUL INFORMATION

This role acts as the first point of contact for the Director, requiring the ability to exercise high standards of servicing to a range of stakeholders (internal to the Thailand Office and the Amnesty International movement, media, governments, NGOs and rights holder, amongst others). The post holder must have a good understanding of the work of the Thailand’s Management Team to enable him/her to offer executive support to the leadership.

This is a full-time position, which requires the ability and willingness to occasionally work out of office hours to meet deadlines. A high degree of diplomacy, political judgment and trouble-shooting skills are essential. The post holder will be an active member of the team and will need to fully participate and help support the team’s activities.

Reporting to: Director, Thailand Section

Posts that this job manages: Occasionally, volunteers

Other key relationships: Thailand’s office staff, Management Team, Regional Office.

Location: Bangkok, Thailand

MAIN RESPONSIBILITIES

The post holder plays a key role in ensuring the Operational Team and the Director achieve their goals by the effective and efficient management of the work of the Thailand’s section Director.

Under the direction of the Thailand’s Section Director:

Support to Director and Operational Team

• Coordinate and manage all aspects of the Director’s diary, to ensure he/she has a regularly updated, well-organized and accessible schedule, as well as an effectively prioritized workload.
• Manage and coordinate all correspondence and requests received by the Director, identify issues of importance drawing them to the attention of the appropriate person. Prepare and draft responses to correspondence, responding directly whenever possible. Initiate and implements a range of efficient and secure channels of communication to ensure the rapid and effective flow of information.
• Research, coordinate and organize local and international travel arrangements for the Director, as well as other staff from the Thailand’s Office as appropriate. Prepare travel itineraries, collate travel documents, meeting papers and other information needed by the Director for such business trips.
• Coordinate and flag up tasks in relation to the Director’s and collate briefings and responses where needed. Monitor and follow up on requested work delegated and/or commissioned by the Director and follow-up on progress as required to ensure that deadlines are met. Ensure appropriate sign-off is obtained for activities prior to the Director’s approval.
• Assist the Director with the research and preparation of materials as delegated or originated by the Director, including researching, drafting, formatting, proof reading, coordinating, printing and distributing texts and other materials
• Assist the Director manage Amnesty Thailand Team and movement contributions to special projects led by him/her, ensuring the timely and effective delivery of work plans and objectives.

   Event management:

Organise and coordinate meetings/events, including international meetings/events with a range of stakeholders; prepare and circulate agendas; arrange logistics and, assist in the preparation of reports or take minutes for meetings which the Director is responsible. At times, the post holder will need to source venues, accommodation, manage communications, reimburse expenses to visitors/participants and run the event on the day(s), coordinate output and follow-up activities etc), as well as resolve any problems that are encountered with minimal support, in order to deliver professional, well-run meetings/events that enable participants to achieve their objectives.

   Office Management:

• Together with the Operational team, provide staff with sufficient logistical support, and maintain clear administrative and communication systems including technical support such as uploading content to the internet/intranet. 
• Together with the Operational team, provide support on operational planning, and financial planning, budgeting, monitor and Evaluation, and reporting to the Director and related stakeholders.

   Other:

• Coordinate the information flow from the Thailand’s Office and contribute to good communication systems between the Thailand’s office and Board, other Sections, regional office (RO), International Secretariat (IS) programmes, Amnesty International (AI) Sections and Structures, the International Board (IB) and other AI decision-making bodies and structures.
• Undertakes projects and training as directed by the Director.
• Exercise highest level of discretion through managing the exchange of confidential, sensitive or contentious information both internally and externally with managers/staff/ external persons in a professional manner.

SKILLS AND EXPERIENCE

• Significant experience in providing high level executive support to senior executives and/or board members, preferably in an international organization.
• Experience of diary management, making travel arrangements, coordinating and servicing meetings.
• Ability to draft correspondence and other documents on behalf of the Director.
• Experience of setting up and maintaining hard and soft information storage, retrieval and communication systems.
• Experience and willingness to undertake office work such as answering phones, photocopying, filing and archiving and organization of own task list.
• Good working knowledge of technology systems including Microsoft office, Excel and using the intranet.
• Fluent level of written and spoken Thai and English is essential. Knowledge of other regional languages is an asset.
• Good inter-personal and communication skills including liaising with high-level guests and senior colleagues;
• Ability to work as part of a small team;
• Ability to multitask and work to deadlines, sometimes under pressure; and
• Understands the importance of and commitment to safeguarding the confidential nature of the work.

HOW YOU WORK

Our organizational culture – which essentially represents how we behave, our working relationships and our ability to collaborate as a movement – underpins everything we do and is pivotal to the success of our impact. Our five behaviours form the basis of the type of culture we want to have in Amnesty:

Accountable – I consistently strive to reach my goals in a thorough, timely way that I can be proud of, and I re-empower others to do the same.

Considerate – I support my colleagues and try to find out what motivates them to do their best and what pressures they are under, so that I can consider this when we work together.

Creative – I continuously look for new and creative solutions and encourage others’ ideas so that we can adapt and success in an ever changing and uncertain global environment.

Decisive – I make sound judgements within my work so that a project or activity can progress with pace and confidence.

Respectful – I treat my colleagues with equality and dignity and assume they have integrity. I value the different perspectives of my colleagues as well as my own and show them that their contribution and expertise matter.

EQUALITY STATEMENT

Equality and diversity are at the core of our values and staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.

CONFLICT OF INTEREST

Public or other activity, affiliation to or support for any group or organization, personal association or other factor which may generate a real or perceived conflict of interest with Amnesty International’s principles (specifically independence and impartiality), or raise a security concern, or otherwise prevent the candidate from carrying out key functions of the specific post and would therefore disqualify the candidate from being appointed.

*** Please submit your CV and cover letter (both in English) to admin@amnesty.or.th 

Application Deadline:   13^th November 2022