ThaiNGO

Open to Internal and External Candidates

Position Title               :           Administrative Assistant and Back-up Facilitator

Duty Station                :           Bangkok, Thailand

Classification               :           General Service Staff (G4), (THB 61,967.50 per month)

Type of Appointment  :            One Year Fixed-Term Contract, initial contract of 6 months of possibility of extension

Desired Start Date      :           As soon as possible

Closing Date               :           05 August 2019

Reference Code          :           VN034/2019

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.

1. ORGANIZATIONAL CONTEXT AND SCOPE:

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. I0M 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.  The Government of Canada, through its department of Immigration, Refugees and Citizenship Canada (IRCC) has signed a Contribution Agreement with the International Organization for Migration for the delivery of pre-departure services to refugees bound for Canada.

2. RESPONSIBILITIES AND ACCOUNTABILITIES:

Under the administrative supervision of the Canadian Orientation Abroad (COA) Project Coordinator-Facilitator for refugees in Thailand and the overall programmatic supervision of the Geneva-based Canadian Orientation Abroad Global Programme Manager, the IOM Thailand Administrative Assistant / Back-up Facilitator will be responsible for the following functions:

• Support the COA Coordinator-Facilitator with scheduling, session arrangements and reporting procedures.
• Support the COA Coordinator-Facilitator with the ad hoc delivery of refugee adult and youth-related services (could include training), whenever necessary and permitting.
• Be familiar with the COA MiMOSA tool for scheduling, registration and reporting and assist in the monthly preparation of training schedules.
• Follow up with refugees (whenever necessary) and with various IOM departments such as security, accounting, procurement for the preparation, delivery and closing of COA sessions.
• Assist the Coordinator-Facilitator in the preparation of administrative details related to the organization of mobile training missions (monthly travel charts and tasks, such as, but not limited to, visa enquiries, flight bookings, preparation of advanced shipping of COA materials to regional training missions, etc.).
• Support the COA Coordinator-Facilitator in the completion of iCARE reports (quarterly), gather statistical data (in coordination with Canadian Embassy, COA Statistics team in Manila and COA Ottawa office) and keep up with the accuracy of all data entries on MiMOSA.
• Closely monitor COA registration, in coordination with IOM MHD (at the time of health assessments) and with IOM OPS (at the time of issuance of ABN).
• Assist in conducting Needs Assessment and Referral questionnaires with refugees.
• Be familiar with the list of COA accounting TH10 WBS and coordinate with IOM Bangkok’s Finance department to make sure that all expenses are properly identified and timely charged.
• Assist IOM Bangkok, and all other IOM regional training locations, in ensuring that, whenever necessary, refugees are provided a travel reimbursement and safe accommodation.
• Provide logistical and administrative support in generating Purchase Requests (PR).
• Coordinate proper maintenance of equipment and communication devices in the office and for those used during mobile training missions.
• Maintain inventories of all instructional supplies and report inventory reduction to the supervisor in a timely manner. Coordinate with the COA supply-chain management staff in COA Manila for the shipping of COA training and visibility materials to COA Thailand or to regional training locations.
• Perform other duties as may be requested from time to time.

3. DESIRABLE 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

• 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 agree.
• 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.

4. EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in Administration with at least two years of relevant work experience; or a High-school diploma with at least four years of relevant work experience.
• Experience working in cross-cultural settings.
• Experience in working with statistics and database tools.
• Functional competencies required:  Attention to details, effective communicator, successful negotiation, creative analytical thinker, active learner, multi-tasker, strong team player and cross-cultural facilitator.
• Solid computer skills, including proficiency in MS Office Packages (Office, Excel, Power Point, Outlook, Internet and E-mail).  

5. LANGUAGES:

Fluency in both written and spoken English, country language.

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 for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications along with a duly completed IOM Personal History Form to the IOM Bangkok Human Resources Unit at e-mail bkkrecruitment@iom.int by August 05, 2019 at the latest. The form can be downloaded from http://thailand.iom.int/sites/default/files/Recruitment/IOM%20Personal%20History%20Form%20with%20Declaration.xls Kindly indicate the reference code VN034/2019 followed by your full name in the subject line.

Applications should include: a) a cover letter, indicating the dates of availability; b) a curriculum vitae; c) a duly completed IOM Personal History Form (may be downloaded from http://thailand.iom.int/);

Only shortlisted candidates will be contacted.

Posting period:

From 22.07.2019 to 05.08.2019