Administrative Assistant

Organizational Context

The International Organization for Migration (IOM) is a leading inter-governmental organization promoting humane and orderly migration. Established in 1951, it collaborates with governmental and non-governmental partners. This role supports the Administration of the Regional Support Office (RSO) of the Bali Process, operating under the direct supervision of the RSO Resources Management Officer and the Chief of Mission in Bangkok.

Job Purpose

The Administrative Assistant will provide crucial support to the implementation of the "Administration of the Regional Support Office (RSO) of the Bali Process" project. This role is essential for ensuring the smooth and efficient operation of the RSO by assisting with a wide range of administrative, logistical, and procurement functions. The position contributes directly to the project's success by facilitating daily operations, supporting program teams, and ensuring compliance with IOM's policies and procedures. The incumbent will play a key part in managing project-related correspondence, organizing meetings and events, and maintaining essential records, thereby enabling the RSO to effectively deliver on its mandate.

Responsibilities

Provide comprehensive administrative support to program teams and RSO Co-Managers, including daily administrative functions and project activity implementation. Offer procurement, logistics, and administrative assistance in coordination with RSO Back Office and IOM Thailand's Resources Management Units, ensuring adherence to IOM policies. Assist in organizing trainings and seminars, providing on-the-ground support as needed. Undertake informal translations of documents and provide oral interpretation when required. Manage the requisition of office supplies and equipment, and guide logistics and administrative formalities for team travel. Draft project-related correspondence concerning procurement, logistics, and administration. Maintain RSO Back Office files and records, assuming responsibility for general administrative matters. Coordinate external and internal meetings, arrange travel itineraries, process travel requests, and assist with security clearances.

Work Experience

Prior work experience within international humanitarian organizations, non-government, or government institutions/organizations in a multi-cultural setting is considered an advantage.

Skills

Strong organizational and time management skills. Ability to work effectively in a multi-cultural environment and respect diversity. Sound knowledge of program implementation and familiarity with financial and business administration. Capacity for teamwork and independent work. Excellent writing and communication skills. Computer literacy.

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