Administrative Assistant

The Administrative Assistant will support the implementation of the project "Administration of the Regional Support Office (RSO) of the Bali Process" by providing administrative, procurement, logistic, and organizational support to the program teams and RSO Co-Managers in Bangkok, Thailand.

Responsibilities

• Provide support to the program teams in implementation of project activities.
• Support the RSO Co-Managers with administrative functions as requested on a daily basis.
• Provide procurement, logistic and administrative support to the project in close coordination with RSO Back Office team, IOM Thailand's Resources Management Units (Finance, Supply Chain, Human Resources and Information Technology Units), ensuring full compliance with the policies, rules and procedures of IOM.
• Assist in organizing trainings and seminars as required, including providing on-the-ground support if requested.
• Provide informal translations of documents and, if necessary, oral interpretation.
• Assist with the requisition of office supplies and equipment.
• Assist with/guide on logistics and administrative formalities related to travel arrangements for the RSO team.
• Draft or prepare project related correspondence with respect to procurement, logistics and administration.
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of all RSO Back Office files and records.
• Take pertinent logistical arrangements for the prompt and effective implementation of the project activities.
• Coordinate and arrange external and internal meetings.
• Arrange travel itineraries and process the travel requests and assist with obtaining security clearances.
• Perform any other duties as may be assigned.

Requirements

• High school degree with at least four years of relevant professional experience.
• Bachelor’s degree in administration, international relations, or any related fields from an accredited institution with at least two years of relevant professional experience.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Strong organizational and time management skills.
• Ability to work in a multi-cultural environment and respect diversity.
• Sound knowledge of programme implementation and familiarity with financial and business administration.
• Team work oriented but with a capacity to work independently.
• Excellent writing and communication skills.
• Computer literate.
• Fluency in Thai and English (oral and written) is required.
• Knowing Bahasa Indonesia, or/and any of other languages spoken in countries of the Bali Process Member States is an advantage.

Skills

• Programme Implementation
• Finance Administration
• Business Administration
• Procurement
• Logistical Support
• Organizational Support
• Time Management
• Writing Skills
• Communications Skills
• Computer Literacy

Languages

Thai, English, Bahasa Indonesia