ThaiNGO

Vacancy Announcement

Executive Assistant, Regional Director’s Office

IUCN, International Union for Conservation of Nature, is seeking an intern to join our Asia Regional Office.

BACKGROUND

This is a local recruitment. Only Thai nationals, individuals with residence status, or the appropriate employment visa for Thailand are eligible to apply.

The remuneration and benefits package for this position is established with reference to the local labour market and in line with the IUCN conditions of service for Thailand.

RESPONSIBILITIES, DUTIES AND OUTPUTS:

MAJOR RESPONSIBILITIES
The Executive Assistant, RDO will facilitate efficient and cost-effective functioning of the Regional Director’s Office. Major responsibilities include:
• Office documentation and records management
• RD communications
• RD travel and logistics support
• Office administration


SPECIFIC DUTIES

Office documentation and records management
• Prepare notes, minutes and written records to document office meetings and discussions.
• Maintain electronic and hard-copy filing system for quick and easy retrieval of office communications, roster of contacts and documents; and,
• Assemble briefing materials, presentations and documents required for the RD’s meetings, events and activities;
• Maintain and update the RD’s individual records necessary for various HR and administrative purposes, and as required for external activities.

RD communications
• Coordinate the RD’s calendar of tasks, activities and commitments; assist in managing RD’s work schedule by liaising with internal and external parties;
• Perform secretarial support to RD, draft relevant communications as assigned, and ensure compliance with established protocols and procedures;
• Review correspondence and internal/external documents prior to RD’s approval and signature;
• Facilitate and track communication between RD and staff, other Secretariat offices/units, and external stakeholders; and,
• Make adequate and timely arrangements to provide the RD with communications gadgets, computer equipment and telecommunications services both while inside and outside the office.

RD travel and logistics support
• Manage travel and logistical arrangements for the RD including; official invitations and visas, flight and hotel bookings, meeting and event venues, and transportation and auxiliary services;
• Work closely with focal persons in various offices to arrange cost-effective external services for RD’s travel, representational tasks and related activities;
• Prepare RD’s travel authorisations, advances and claims in a timely and accurate manner according to prevailing policies and guidelines; and
• Anticipate, mitigate and rapidly respond to urgent matters and emergency situations affecting RD’s tasks and activities;

Office administration
• Coordinate with RDO staff in managing office operations, business processes and workflows, and facilities and supplies;
• Assist other RDO staff in delivering work-team outputs as per the office’s agreed timeline and quality result;
• Provide administrative support to RDO-led events and activities;
• Track and follow up with staff in various offices and units to perform and comply with directives, instructions and action points; and
• Perform other duties as may be assigned.

REQUIREMENTS

• Bachelor’s degree in an academic discipline related to: office administration, business management, communications, and information and computer sciences. Other fields of study would be considered if associated with IUCN programme areas and combined with professional training and/or certification relevant to the position

• 3 to 5 years of work experience -- in a professional, on-the-job and/or internship setting -- performing management support tasks for an executive office of large, complex organisations
• Exposure to and experience in international, multi-cultural work environments including for organisations engaged in multi-country programmes, operations and services
• General capacity to serve in an executive assistant role for the head and/or senior staff of an office/unit/organisation
• Demonstrated ability to prepare various written outputs, and supporting visual/graphic materials, as part of office communication and documentation functions
• Excellent front-office communication skills, both written and oral, for diverse clients and audiences
• Experience in maintaining databases, information systems, document archives and/or file-sharing portals
• Proficient in the use of computer tools, multi-media gadgets, digital technologies, and online meeting and collaborative platforms
• Knowledge of general office standards, protocols and norms for internal and external communications
• Practical skills in exploring, sourcing and dealing with external service providers, e.g. logistics and travel, to meet office requirements
• Thai national or with legal permit to undertake paid work in Thailand
• Professional-level English and Thai language skills; proficiency in other languages/dialects in the Asian region is a plus
• Demonstrate high level of confidentiality and trustworthiness in handling sensitive information
• Commit to fostering a culture of high performance and accountability, demonstrated in the ability to perform for results, to give and receive feedback, and to take decisive action
• Able to undertake work independently and with minimum supervision, within a broader team-driven work environment
• Effective role model for ethical professional conduct to promote core values of integrity, transparency, professionalism and accountability, equality, inclusiveness and respect for diversity
• Willing to perform tasks under flexible and/or extended working hours when required, and in a high-pressure, fast-paced work environment

SALARY
The minimum gross annual salary for this position is THB 996'494. While this is an indicative amount effective as of the current date, changes may occur as per IUCN's compensation practices without prior notice. The same applies to other organisations hosted by IUCN.

CLOSING DATE FOR APPLICATION: 13 November 2022

Applicants are requested to apply online through the IUCN HR Management System by opening the vacancy announcement and pressing the "Apply" button at:

IUCN-HRMS Vacancy Details

Only short-listed candidates will be notified

IUCN is an equal opportunity employer and welcomes applications from qualified women and men.