Admin and Event Assistant At International Organization for Migration

Context:

The International Organization for Migration (IOM) Regional Office for Asia and the Pacific (ROAP) in Bangkok, Thailand oversees and provides strategic and technical support to IOM activities within the region. Within the RO Bangkok structure, the Regional Resources Management Unit (RRMU) provides support to 40 IOM Country Offices (COs) within the region on budgeting, accounting, human resources, procurement, ICT and other administrative functions.

Under the overall supervision of the Senior Regional Resources Management Officer (SRRMO) and direct supervision of the Regional Human Resources Officer (RHRO) in Bangkok, Thailand, the incumbent will provide day to day Admin support to the Regional Office for Asia and the Pacific as well as act as a Focal Point for organization of events.

Core Functions / Responsibilities:

1. Welcome visitors by greeting them, in person or on the telephone; answering or forward any incoming phone calls while providing basic information as needed.
2. Receive and sort daily mails/ deliveries/ couriers; and distribute as necessary. Ensure record keeping and maintenance of all relevant correspondences, accordingly to IOM guidelines, bearing in mind the confidentially of the information.
3. Maintain security by following procedures and controlling access such as monitoring logbook, issuing visitor badges, etc.
4. Update the Regional Office’s appointment calendars and assist in scheduling meetings/ appointments and assist during meetings and events, as required.
5. Update different type of contact/distribution lists, including Global Address List (GAL), Regional Office Directory, IOM Location List, etc.
6. Oversee the Regional Office library and maintain the organization of library materials.
7. Assist to ensure office premises, particularly the reception area and meeting rooms, are well-maintained, including the ITC equipment in the meeting room.
8. Draft routine correspondence and internal memos, general briefing notes, documents, statistics and reports, informal translations as required.
9. Informally translate official letters, documents and IOM related news articles etc. from Thai to English language and vice-versa, and act as an interpreter as required.
10. Ensure record keeping and maintenance of all relevant correspondences, accordingly to IOM guidelines. Maintain the filing/ archiving system ensuring data protection and safekeeping of confidential documents and other relevant materials. Contribute to the development and use of automated filing systems.
11. Assist in requisition of office supplies and equipment.
12. Assist in coordinating events (conferences, workshops, trainings, meetings, etc.) as assigned. Provide administrative and logistics support in the preparations and close-out for assigned events in coordination with the relevant managers, partners and other Units within IOM. Provide on-site support and liaise with vendors on event-related matters as necessary.
13. Assist with preparing basic budgets and provide periodic progress reports to the Manager for assigned events. Keep track of event finances and contracts as applicable.
14. Compile relevant documents and submit to the RMU for payment to the vendors on timely manner.
15. Keep the RO Events Calendar updated at all times.
16. Assist in visa process for all official participants.
17. Assist in arrange accommodation for all official visitors when/as require.