Programme Assistant (Communications and Engagement) At International Organization for Migration

Position Title : Programme Assistant (Communications and

Engagement)

Duty Station : Bangkok, Thailand

Classification: Consultancy

Type of Appointment : Consultant Contract (12 months)

Desired Start Date : As soon as possible

Closing Date : 16 July 2023

Reference Code : CFA047/2023

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

1. ORGANIZATIONAL CONTEXT AND SCOPE:

The Bali Process on People Smuggling, Trafficking in Persons and Related Transnational Crime (Bali Process) is a non-binding forum of 49 members (countries and international agencies), including the United Nations High Commissioner for Refugees (UNHCR), the International Labour Organization (ILO), the International Organization for Migration (IOM) and the United Nations Office of Drugs and Crime (UNODC), as well as a number of observer countries and international agencies. The Bali Process facilitates policy dialogue, information sharing and the coordination of practical cooperation related to people smuggling, trafficking in persons and related transnational crime.

The Regional Support Office of The Bali Process (RSO) was established in 2012 to support the work of the Bali Process through practical cooperation on refugee protection and international migration, including human trafficking and smuggling, and other components of migration management in the region. The RSO is co-managed by the Australian and Indonesian Governments, and hosted by IOM Thailand.

More information can be found at www.baliprocess.net.

2. RESPONSIBILITIES AND ACCOUNTABILITIES

Reporting to a Programme Manager for Communications and Engagement, the Programme Assistant(s) will contribute to RSO activities that support outreach and engagement with Bali Process Member States, as well as wider communication and advocacy activities through communications mediums such as the RSO website, social media platforms and stakeholder engagement activities.

Note that as two positions are available, candidates do not need to demonstrate experience across every deliverable listed below.

Programme Assistants will:

• Support engagement across the Bali Process Membership, through RSO activities and events including the RSO Annual Forum, the RSO Members’ Engagement Event and the RSO Practitioner Thematic Dialogue. Tasks will include liaising with Bali Process Member representatives and wider stakeholders, event planning and management.
• Support the management of the RSO’s digital engagement platforms, including the public website, social media and other communications channels.
• Assist in the production and oversight of communications products and materials, including website news articles, social media posts, multimedia products such as video and graphic design, and printed materials. This includes supporting the management of the RSO editorial calendar.
• Conduct analytics and reporting on RSO digital content, including social media.
• Support the delivery of a new website for the RSO. This may include drafting content, working with existing vendors to appropriately store/archive data, overseeing user-acceptance testing, and conducting post-project evaluation activities.
• Assist production and dissemination of the RSO Monthly Report and RSO Quarterly Highlights update.
• Conduct and look for opportunities to conduct proactive communications and engagement activities with Bali Process Member States and RSO stakeholders.
• Provide administrative support for Communications and Engagement Team functions and outputs as required.
• Support RSO networks – including the RSO Alumni network and the Regional Information, Liaison and Outreach Network.
• Support RSO colleagues in the preparation and layout of publications.
• Manage the RSO Info inbox and the adequate channeling of the requests to responsible staff at the RSO.
• Assist with research, analysis and reporting from a wide variety of sources to monitor emerging trends as part of the RSO’s Trends and Insights meeting, to support prioritisation of activities and projects for the RSO.
• Maintain the RSO shared drive and databases, including the RSO stakeholder database, alumni database and publications library as well as the general office library.
• Provide input to reports, briefings, documents, discussions and roundtable dialogues as directed.
• Assist in the development and publishing of strategies, guidelines, policies and procedures for the RSO.
• Provide regular updates on the status of activities and projects.
• Represent the RSO professionally at all times, and demonstrate and model a high level of ethics, accountability and personal integrity.
• Perform such other duties as may be assigned. Should operational requirements necessitate it, Programme Assistants may be required to support and contribute to other workstreams within the group or the RSO.

Performance management is a continuous process of improving performance by setting individual and team goals which are aligned to the strategic goals of the organization. The performance management process includes clarifying expectations, setting objectives, providing feedback, reviewing results and developing the knowledge, skills and abilities of staff.

All employees will participate in the RSO’s Performance Management Framework and prepare a Performance and Development Agreement (PDA) with their respective supervisor. The PDA will include their role and responsibilities, performance expectations and a development plan which the employee will be assessed against.

Identify and pursue learning and professional development opportunities following endorsement and support from the RSO Co-Managers.

3. REQUIRED QUALIFICATION AND EXPERIENCE

Education:

• University degree from an accredited academic institution with at least two years of relevant professional experience.

Experience:

• Knowledge or experience of regional migration and border control trends and issues relevant to the Bali Process;
• Excellent oral and written communication skills;
• Communications production experience with products such as the Adobe Suite;
• Experience organising, supporting and running events;
• Excellent organisational and time management skills and a demonstrated ability to work independently, prioritise, organise and complete work in a timely manner.
• Experience in liaising with governmental authorities, other national and international institutions.

Skills:

• Excellent time management skills
• Excellent interpersonal skills
• Ability to multitask
• Ability to pay attention to detail.

Languages:

• Fluency in English (oral and written) is required.
• Knowledge of Thai and other Bali Process Member State languages (oral and written) would be an advantage.

4. DESIRABLE COMPENTENCIES

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: demonstrate willingness to take a stand on issues of importance.
• Empathy: shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.