ThaiNGO

Open to Internal and External Candidates

Position Title               :  Administrative Clerk / Receptionist

Duty Station                :  Bangkok, Thailand

Classification              :  General Service (G-3, THB 49,198.25 per month)

Type of Appointment  :  One Year Fixed-Term Contract

Initial 12 months with possibility of extension

Estimated Start Date  :  As soon as possible

Closing Date               :  22 February 2024

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:

Under the overall supervision of the National Resources Management Officer (NRMO and direct supervision of the Senior Supply Chain Management Assistant, the successful candidate will provide general administration and reception in the IOM Thailand country office.

2. RESPONSIBILITIES AND ACCOUNTABILITIES:

The successful candidate will have the following duties and responsibilities:

• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Answer, screen and forward any incoming calls while providing basic information as needed.

• Receive, record and sort daily mails/ deliveries/ couriers; and distribute as necessary.
• Maintain security scene at the reception area and entrance by following procedures and controlling access such as monitoring logbook, issuing visitor badges, etc.
• Perform other clerical receptionist and administration duties such as filing, photocopying, collating, faxing, update seating plan, room/staff name tag, etc.
• Assisting on keep track of all IOM assets in Thailand, by conducting physical asset inventory bi-annually including asset tagging, asset assignment / re-assignment, asset transfer, asset disposal, etc.
• Identify defective / damaged assets and take necessary follow-up actions; handle asset disposal procedures such as sealed bid, scrapping sale, donation, etc. as required
• Update/maintain asset information and store asset documents in system following the e-filing guideline and procedures in timely manner.

• Perform annual physical asset verification using asset application and prepare reports for collation and submit the annual reporting to CAS-Asset Accounting.
• Perform administrative works on issuance and filing of documents related to asset transactions (assignment, transfer, loss, sale, donation, scrapping, etc.) and ensure that the documents are duly authorized by relevant units.
• Assisting the Senior Supply Chain Management Assistant to monitor assets insurance and ensure that all assets are covered by all risks comprehensive insurance policy and assisting on insurance claims as required.
• Perform such other duties as may be assigned.

3. QUALIFICATIONS AND EXPERIENCE

EDUCATION

• High School diploma with three years of relevant experience.
• Bachelor’s degree in Business Administration or related field with one years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

EXPERIENCE

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience in procurement, administrative, asset, logistics and internal control procedures.
• Experience in the usage of SAP and knowledge of spreadsheet and data analysis.

SKILLS

• Excellent communication skills; strong interpersonal and organizational skills.

4. LANGUAGES

• Fluency in Thai and English (oral and written) is required.

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.
• Courage: demonstrates willingness to take a stand on issues of importance.
• Empathy: shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 1

• Teamwork: Establishes strong relationships with colleagues and partners; relates well to people at all levels.
• Delivering results: Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Managing and sharing knowledge: Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
• Accountability: Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
• Communication: Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.

How to apply:

Interested candidates are invited to submit their applications via IOM e-Recruitment system within the above said deadline referring to this advertisement. Please attach the following documents in your application.

• a cover letter, indicating the dates of availability;
• a curriculum vitae;
• 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.

Other

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
• IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
• IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
• Only applicants who meet the above qualification will be considered.

For further information and other job postings, you are welcome to visit our website: Careers | IOM Thailand.