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 HR support to the Regional Office for Asia and the Pacific.

Core Functions / Responsibilities:

Human Resources:

1. Assist in coordinating and monitoring the Human Resources Management of the RO in accordance with the organization’s regulations, instructions, policies, procedures and practices and in light of operational activities in the Office.

2. Assist in verifying Human Resources processes and actions in conformity with relevant IOM policies and procedures. Ensure that Human Resources processes and procedures remain consistent with relevant IOM set rules and regulations.

3. Carry-out Personnel Action (PA) roles in PRISM HR with accuracy and timeliness.

4. Coordinate the preparation of reports pertaining to personnel administration;

5. Assist in coordination with Country Offices, Administrative Centers in Manila and Panama and Human Resources Management in Geneva on a range of different Human Resources issues.

6. Attend external meetings when and as required and brief management accordingly.

7. Support recruitment processes in the RO by coordinating the publication of VN/SVN/CfA, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as assigned.

8. Carry out pre-employment activities, such as preparation of EoD documentation and collection of supporting documentation, coordination of EoD Medical Exam, follow up with Heath Insurance Unit in Manila or Panama on Medical Clearance, coordination of orientation sessions, arrangement for security briefing, inclusion in insurance plans as appropriate, creation of personal file, etc.

9. Prepare monthly payroll for Consultant and Interns and monitor the payments.

10. Perform PA and SES Agent role in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.

11. Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making calculations, obtaining approvals, and coordinating with relevant Units in PAC and MAC.

12. Update and maintain electronic and physical archiving systems in the HR Unit, including personnel files with all supporting documentation, recruitment files, HR policies, regulations, guidelines and manuals, internal controls, etc.

13. Draft Certificates of Employment (CoE), notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.

Administration:

14. Assist with/guide on logistics and administrative formalities related to travel arrangements of new colleagues, facilitating of entry visa and guide on the entry process for Thailand to IOM personnel and dependents.

15. Ensure updating and maintaining of relevant policies and procedures of Ministry of Foreign Affairs, Immigration Bureau and other key departments as needed.

16. Ensure all protocol activities (e.g. visas, re-entry visas, stay permits, ID cards (IOM, UN, MFA), etc.) relating to personnel and dependents as applicable, are in accordance with requirement of the organization and national government, including correspondence with the national authorities in relation to these protocol arrangements.

17. Maintain up-to-date database on stay permit and re-entry visa and send alerts to personnel including provision of advice as required.

18. Participate in meetings as member of Community of Practice (CoP) on protocol in order to contribute resolution of related matters with other UN Agencies and national authorities or provide inputs as needed.

19. Perform such other related duties as may be assigned.

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 22-032 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.