Administrative Assistant

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. IOM works closely with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration for the benefit of all. The organization provides services and advice to governments and migrants, ensuring that migration is safe, orderly, and dignified. IOM operates in over 100 countries worldwide, employing thousands of staff members dedicated to addressing the challenges of migration and supporting the rights and well-being of migrants.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the implementation of the project 'Administration of the Regional Support Office (RSO) of the Bali Process.' This position involves providing administrative support to the program teams and assisting the RSO Co-Managers with various administrative functions. The successful candidate will be responsible for ensuring compliance with IOM policies and procedures while coordinating logistics and administrative tasks. The role requires strong organizational skills and the ability to work effectively in a multi-cultural environment. The Administrative Assistant will also assist in organizing trainings and seminars, manage office supplies, and handle travel arrangements for the RSO team. This position is essential for the smooth operation of the RSO and the successful implementation of project activities.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Supporting the implementation of project activities by providing administrative assistance to program teams.
• Coordinating procurement, logistics, and administrative support in collaboration with the RSO Back Office team and IOM Thailand's Resources Management Units.
• Assisting in organizing trainings and seminars, including providing on-the-ground support as needed.
• Providing informal translations of documents and oral interpretation when necessary.
• Managing requisitions for office supplies and equipment.
• Guiding logistics and administrative formalities related to travel arrangements for the RSO team.
• Drafting project-related correspondence concerning procurement, logistics, and administration.
• Maintaining registry and records of all RSO Back Office files.
• Making logistical arrangements for effective project implementation. 1
• Coordinating and arranging internal and external meetings. 1
• Processing travel requests and assisting with obtaining security" style="border-bottom: 1px dotted #007bff !important;">security clearances. 1
• Performing any other duties as assigned by supervisors.

Required Qualifications:
The position requires a high school degree with at least four years of relevant professional experience, or a Bachelor’s degree in administration, international relations, or a related field from an accredited institution with at least two years of relevant professional experience. Accredited universities are those listed in the UNESCO World Higher Education Database. Candidates must demonstrate strong organizational and time management skills, the ability to work in a multi-cultural environment, and a sound knowledge of program implementation and financial administration. Excellent writing and communication skills, as well as computer literacy, are essential for this role.

Educational Background:
Candidates must possess a high school diploma or a Bachelor’s degree in administration, international relations, or any related field from an accredited institution. The educational background should be from institutions recognized by the UNESCO World Higher Education Database, ensuring that the candidate has received a quality education relevant to the responsibilities of the Administrative Assistant position.

Experience:
Candidates should have prior work experience with international humanitarian organizations, non-governmental organizations, or government institutions in a multi-cultural setting. This experience is advantageous as it demonstrates the candidate's ability to navigate complex environments and work effectively with diverse teams. A minimum of two years of relevant professional experience is required for those with a Bachelor’s degree, while those with a high school diploma should have at least four years of relevant experience.

Languages:
Fluency in Thai and English, both oral and written, is mandatory for this position. Additionally, knowledge of Bahasa Indonesia or any other languages spoken in the countries of the Bali Process Member States is considered an advantage. Proficiency in the required languages will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the language requirements effectively.

Additional Notes:
This position is classified as General Service (G-4) with a monthly salary of THB 57,172.6

• It is a one-year fixed-term contract with the possibility of extension, and the estimated start date is as soon as possible. The closing date for applications is 22 December 2025, and this position is open to Thai nationals only. The selection process may be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. The appointment is subject to certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government. IOM has a zero-tolerance policy regarding conduct 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 the IOM online recruitment system.