Executive Assistant to Chief of Mission Thailand

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is recognized as the leading inter-governmental organization in the field of migration. With a membership of 175 states and 8 observer states, IOM operates in over 100 countries worldwide. The organization is dedicated to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants alike. In Thailand, IOM implements various national and regional projects aimed at addressing migration challenges and delivering protection assistance to vulnerable mobile groups, including migrants and refugees. These projects are executed in partnership with government entities, civil society, and private sector counterparts, focusing on research, policy interventions, capacity-building, outreach, and direct assistance to support safe, orderly, and regular migration, thereby contributing to sustainable development and the objectives of the Global Compact for Migration (GCM).

Job Overview:
The Executive Assistant to the Chief of Mission (CoM) in Thailand will play a crucial role in providing effective and efficient administrative support to the CoM. This position requires maintaining confidentiality in all aspects of the assignment, managing protocol procedures, and ensuring the smooth flow of information between the CoM and both internal and external counterparts. The successful candidate will be responsible for secretarial assistance to the CoM and their designate during their absence from the office. This includes managing the CoM’s calendar, arranging appointments and meetings, and acting as an interpreter or taking minutes when necessary. The role also involves preparing high-quality briefing materials for meetings and missions, tracking progress on action points, and ensuring timely follow-up with relevant stakeholders. The Executive Assistant will screen incoming communications, manage outgoing correspondence, and liaise with various entities, including governments, UN agencies, and other IOM Missions, as directed by the CoM. The position demands optimal communication flow and the ability to maintain confidentiality of sensitive information.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant to the Chief of Mission include:

• Providing comprehensive administrative support to the CoM, ensuring confidentiality and adherence to protocol procedures.
• Managing the CoM’s calendar, including scheduling appointments and meetings, and acting as an interpreter when required.
• Preparing high-quality briefing materials for meetings and missions in collaboration with relevant colleagues.
• Organizing regular and ad-hoc meetings, preparing meeting minutes, and tracking progress on action points.
• Screening incoming communications and managing outgoing correspondence for the CoM’s signature.
• Liaising with governments, UN agencies, embassies, and partners as per the CoM’s directives.
• Coordinating travel arrangements for the CoM, including itinerary planning, hotel reservations, and visa processing.
• Supporting the translation of official documents and acting as an interpreter as needed.
• Maintaining a filing and archiving system in accordance with IOM guidelines, ensuring data protection principles are upheld. 1
• Contributing to knowledge management and supporting training initiatives for staff on coordination and administration.

Required Qualifications:
The position requires the following qualifications:

• High School Diploma with at least five years of relevant professional experience; or a Bachelor’s degree or higher from an accredited academic institution with at least three years of relevant experience.
• Specialized training in secretarial studies is preferred.
• Proficiency in using Microsoft Office applications, including Word, Excel, PowerPoint, and Access.
• Strong report writing skills and the ability to handle confidential information with discretion.
• Excellent interpersonal skills, both in person and over the phone, demonstrating high professionalism.

Educational Background:
Candidates must possess a High School Diploma or a Bachelor’s degree from an accredited institution. Accredited Universities are those listed in the UNESCO World Higher Education Database. A higher educational qualification is preferred, especially in fields related to administration or management.

Experience:
Candidates should have experience working in a similar role, preferably within an international or non-profit environment. A proven ability to accomplish assignments with minimal supervision is essential, along with excellent interpersonal skills and a high level of professionalism.

Languages:
Fluency in Thai and English (both oral and written) is required for this position. IOM’s official languages also include French and Spanish, and proficiency in these languages may be beneficial but is not mandatory. Language proficiency will be evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
This position is classified as General Service (G-5) with a monthly salary of THB 68,607.4

• It is a One Year Fixed-Term Contract with the possibility of extension. The estimated start date is as soon as possible, and the closing date for applications is 09 December 202
• This position is open to Thai Nationals only. The recruitment process is subject to local recruitment policies, and candidates must hold a valid residence and work permit for Thailand. The appointment will also be contingent upon medical fitness certification and verification of residency and visa requirements. IOM maintains a zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.