Position Title: Senior Regional Rapid Response Project Assistant

Duty Station: Bangkok, Thailand

Classification: General Service Staff, G6

Type of Appointment: Special Short-Term Contract, 9 Months

Estimated Start Date: As soon as possible

Closing Date : 14 June 2024

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 with 174 member states and a presence in over 100 countries. 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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

IOM is committed to supporting regional institutions and Member States to reduce exposure and vulnerability to risks, enhance communities’ resilience and augment the capacity of crisis response agencies. The Emergency and Post-Crisis Units (EPC) in IOM’s Regional Offices provide direct support to the Organization’s crisis-related work, including emergency preparedness, response, risk reduction and support to recovery, transition, and peacebuilding processes. IOM supports capacity building and long-term risk reduction efforts in order to strengthen national responses and assure the operational presence required for rapid reaction and scale-up during sudden onset disasters or manmade conflict. This enables life-saving responses, the ability to provide real time displacement monitoring, support for recovery efforts and the identification and establishment of durable solutions for affected communities. As a part of these efforts, IOM is creating Regional Rapid Response Teams (RRRTs) in order to support emergency response capacities in the region.

The IOM Regional Office for Asia and the Pacific (ROAP) in Bangkok, Thailand is one of the 9 IOM Regional Offices (RO) that oversees and provides strategic and technical support to IOM activities within the region. In close collaboration with the other IOM’s Regional Offices, the Regional Rapid Response Teams Programme Assistant will be responsible for providing support to all administrative aspects of the rapid response teams managed by the Regional Office in Bangkok, Thailand.

Under the overall supervision of Deputy Regional Director for Operations and the direct supervision of the Senior Regional Emergency & Post-Crisis Specialist, and in close coordination with the Regional Resource Management Unit, the incumbent will assist in providing admin related support to the Regional Rapid Response Teams managed by the RO in Bangkok. S/he will also assist the Emergency and Post-Crisis team in providing first-line support in overseeing the Rapid Response Teams, including deployments, coordination with other Regional Offices, and resource managed related functions.

Core Functions / Responsibilities:

1. Support the Deputy Regional Director, the RO Emergency and Post-Crisis Unit, and the Resource Management Unit with the daily management and oversight of the Rapid Response Teams, including collecting and tracking of the team deployments, expenditures / budgets, and other relevant information for the timely and efficient functioning of the team, coordination and communications with the team members, coordination with other Regional Offices EPC and HQ, as necessary.
2. Support the management and monitoring of a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention.
3. Coordinate office support services for deployments of staff, including support with travel arrangements, approval of travel-related documents, expenses claims, track travel dates and related costs, etc. of all members of the Rapid Response Team.
4. Perform a variety of administrative duties, e.g. contract extensions, leave and attendance recording, budget preparation and follow-up; coordinate with other relevant units to ensure smooth running and expedition of work within the team.
5. Follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications with other Regional Offices and HQ, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
6. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems.
7. Create and maintain the work of the team in filing and reference systems; review the efficiency of the team procedures and make recommendations for improvements.
8. Perform other duties as required.

Required Qualifications and Experience

Education

• Bachelor’s degree in business administration or a related discipline with four (4) years of relevant work experience, or
• High School diploma with six (6) years of relevant professional experience

Experience

• Demonstrated ability to manage multiple work assignments efficiently and effectively.
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Knowledge of International Public-Sector Accounting Standards (IPSAS) and SAP would be advantage.
• Knowledge on financial rules

Languages

• IOM’s official languages are English, French, and Spanish.

Required

• For this position, fluency in English and Thai is required (oral and written).

Desirable

Working knowledge of Spanish is an advantage.

Required Competencies

Values All IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: Maintains 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: Demonstrates 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 – Level 2

• 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.

Managerial Competencies – Behavioural indicators – Level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Humility: Leads with humility and shows openness to acknowledging own shortcomings.