ThaiNGO

Open to Internal and External Candidates

Position Title               : Executive Assistant to Chief of Mission Thailand

Duty Station                : Bangkok, Thailand

Classification              :  General Service (G-5, THB 74,905.75 per month)

Type of Appointment  :  One Year Fixed-Term Contract

Initial 12 months with possibility of extension

Desired Start Date      :  As soon as possible

Closing Date               :  21 February 2023

Reference Code          : VN013/2023

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:

In Thailand, IOM implements a range of national and regional projects aimed at addressing migration challenges and delivering protection assistance to most vulnerable mobile groups (migrants, refugees etc.) in partnership with government, civil society, and private sector counterparts. Through research, policy interventions, capacity-building, outreach and direct assistance, these projects aim to support safe, orderly and regular migration to achieve sustainable development and effectively implement the objectives of the Global Compact for Migration (GCM).

Under the direct supervision of the Chief of Mission IOM Thailand (CoM, the successful candidate will be responsible for providing effective and efficient administrative support to the CoM ensuring full confidentiality in all aspects of the assignment, maintenance of protocol procedures and management of information flow between the CoM and internal and external counterparts.

2. RESPONSIBILITIES AND ACCOUNTABILITIES:

The successful candidate will have the following duties and responsibilities:

• Provide secretarial assistance to the CoM and his/her designate while away from office. Efficiently and discreetly manage the CoM’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter and/or taking minutes when required. Set up/maintain rosters of partners and contact lists.
• Ensure timely preparation of high-quality briefing materials for appointments, meetings, and missions in coordination with relevant colleagues.
• Support the organization of regular and ad-hoc meetings for the Country Office; prepare meeting minutes/ summaries of actions to be taken as required. Track progress on agreed action points and issues raised; follow up with focal points on deadlines, commitments made, actions taken, submission of reports, etc.
• Screen incoming communications, filter outgoing correspondence for CoM’s signature, clearance, and further action by other staff, as needed. Present all documents requiring approval/signatures to the CoM and his/her designate while away from office, on behalf of other CO personnel and all official incoming and outgoing letters and relevant documents should be filed accordingly.
• Liaise and coordinate with governments, UN agencies, embassies, partners and other IOM Missions as per the CoM’s directives. Ensure optimal communication flow to/from the CoM’s office with CO personnel, Regional Office and other Missions, as well as external counterparts through effective use of written, verbal and electronic communication while maintaining confidentiality of information and data where appropriate. Receive and facilitate hospitality arrangements for visitors as required.
• Be responsible for the travel arrangements for the CoM in coordination with relevant units within IOM, including coordination of preparations and updating of the CoM’s Quarterly Travel Plan; itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, preparation of expense claims, etc.
• Support the informal translation of official letters, documents and IOM related news articles etc. from Thai to English language and vice-versa, and act as an interpreter as required.
• Ensure record keeping and maintenance of all relevant correspondences, according to IOM guidelines. Maintain the filing / archiving system ensuring data protection principles and safekeeping of confidential documents and other relevant materials. Contribute to the development and use of automated filing systems.
• Ensure facilitation of knowledge building and management by contributing to knowledge networks and communities of practice, and supporting organization of trainings to staff on coordination, administration, and protocol issues as required.
• Perform such other related duties as may be assigned.

3. QUALIFICATIONS AND EXPERIENCE

EDUCATION

• Bachelor’s degree/ higher from an accredited academic institution with three year of relevant work experience; or
• High school degree/ certificate with five years of relevant work experience.

EXPERIENCE

• Experience working in a similar role, preferably in an international, non-profit environment.
• Proven ability to accomplish assignments with little supervision.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Ability to handle information and documents with confidentiality.
• Ability to be resourceful and proactive in dealing with issues that may arise.

SKILLS

• Specialized training in secretarial studies
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.
• Able to write report.
• Strong coordination skills

4. LANGUAGES

• Fluency in English and Thai (oral and written)

5. DESIRABLE COMPETENCIES:

The incumbent is expected to demonstrate the following values and 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: Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.
• Delivering results: Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Managing and sharing knowledge: Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
• Accountability: Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
• Communication: Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.

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 to the IOM Bangkok Human Resources Unit at e-mail bkkrecruitment@iom.int by February 21, 2023 at the latest.

Kindly indicate the reference code VN013/2023 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 which can be downloaded from https://thailand.iom.int/sites/g/files/tmzbdl1371/files/Vacancies/Form/iom-personal-history-form-270122.xls.

Only shortlisted candidates will be contacted.

Posting period: From 07.02.2023 to 21.02.2023