Executive Assistant / Senior Administration Officer

Job Description

Open to Internal and External Candidates

Position Title                       :    Executive Assistant / Senior Administration Officer

Duty Station                        :   Bangkok, Thailand

Classification                      :    Consultancy

Type of Appointment          :    Consultant Contract (until 30 June 2026)

Desired Start Date             :    As soon as possible

Closing Date                      :    08 September 2025

Reference Code                 :    CFA16474/2025

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.

ORGANISATIONAL CONTEXT AND SCOPE: 

The Bali Process on People Smuggling, Trafficking in Persons and Related Transnational Crime (Bali Process) is a non-binding and state-driven process involving 49 members (countries and international agencies), including the United Nations Refugee Agency (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 who participate in this voluntary forum. More information about the Bali Process can be found at www.baliprocess.net.

The RSO was established in 2012 to facilitate the operationalisation of the Regional Cooperation Framework (RCF) to reduce irregular migration in the Asia and Pacific region. The RSO aims to support and strengthen practical cooperation on refugee protection and international migration, including human trafficking and people smuggling, and other components of migration management in the region. The RSO is co-managed by the Australian and Indonesian Governments. More information can be found at www.rso.baliprocess.net.

Responsibilities

Under the supervision of the RSO Co-Managers, the Consultant will provide high level executive and administrative support to the RSO Co-Managers.

• Provide secretarial assistance to the Co-Managers. Efficiently and discreetly manage the Australian Co-Manager’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter and/or taking minutes when required. Set up/maintain rosters of partners and contact lists.
• Ensure timely preparation of high-quality briefing materials for appointments, meetings, and official travel in coordination with relevant colleagues.
• Support the organisation of regular and ad-hoc meetings for the RSO; prepare meeting minutes/ summaries of actions to be taken as required. Track progress on agreed action points and issues raised; follow up with programme teams on deadlines, commitments made, actions taken, submission of reports, etc.
• Anticipating the requirements for, and initiating, the timely preparation of briefing material prior to meetings attended by the RSO Co-Managers.
• Screen incoming communications, filter outgoing correspondence for the Co-Manager’s signature, clearance, and further action by other staff, as needed. Present all documents requiring approval/signatures to the Co-Manager and all official incoming and outgoing letters and relevant documents should be filed accordingly.
• Liaise and coordinate with governments, UN agencies, embassies, partners and other stakeholders as per the Co-Manager’s directives. Ensure optimal communication flow to/from the Co-Manager’s office with RSO personnel as well as external counterparts through effective use of written, verbal and electronic communication while maintaining confidentiality of information and data where appropriate. Receive and facilitate hospitality arrangements for visitors as required.
• Assisting in and supporting the implementation of activities contributing to developing and maintaining relationships with key internal and external stakeholders and representing the RSO professionally and with integrity.
• Be responsible for the travel arrangements for the Australian Co-Manager in coordination with relevant units within the RSO, the International Organization for Migration and the Australian Government, including coordination of preparations and updating of the Australian Co-Manager’s Quarterly Travel Plan; itinerary, hotel reservations, preparation of travel authorisations, processing requests for visas, preparation of expense claims, etc.
• Ensure record keeping and maintenance of all relevant correspondence, according to approved guidelines. Maintain the filing / archiving system ensuring data protection principles and safekeeping of confidential documents and other relevant materials.
• Managing the RSO Repository of Operations and Resources, including monitoring, updating, and keeping RSO staff informed when new documents are uploaded, and oversight of RSO knowledge/file management systems infrastructure (SharePoint, OneNote).
• Preparing and maintaining status, monitoring, administrative, programme, financial and/or project reports relating to the implementation of the RSO Strategic Plan and Work Plan.
• Undertaking research and preparation of correspondence as required and requested.
• Providing broad oversight, coordination and input across all RSO administrative activities.
• Monitoring issues and media reporting and providing coordination support to other RSO teams as required.
• Providing oversight of induction of RSO Personnel, working closely with the IOM Back-Office Team.
• Support for coordination of RSO internal communications updates.
• Ensure facilitation of knowledge building and management by contributing to knowledge networks and communities of practice, and supporting organisation of trainings to staff on coordination, administration, and protocol issues as required.
• Supporting the functions of the RSO Governance Forum, including taking meeting minutes, reviewing documents, and liaising with staff and Forum members regarding meeting dates and decisions.
• Contributing to improving RSO operations through the identification of efficiencies and improving office-wide operations.
• Perform other duties as may be assigned. Should operational requirements necessitate it, the Consultant may be required to support and contribute to other workstreams within the RSO.

Performance indicators for the evaluation of results

• Achieve results by showing initiative and the ability to be proactive in a fast-paced environment.
• Communicate effectively, both written and verbal, delivering information in a variety of formats.
• Collaborate across teams, using your interpersonal and engagement skills to liaise with senior leaders and a broad range of stakeholders.
• Think strategically to scan current and emerging priorities, identify criticality of tasks and manage outcomes as appropriate.
• Exercise discretion in a position of trust.
• Ability to work in a multi-cultural environment, with a strong capacity for teamwork.
• Excellent organisational and time management skills and a demonstrated ability to work independently, and to prioritise and complete work in a timely manner.
• Ability to perform a variety of administrative tasks and improve processes.

The Consultant will work within the RSO’s Performance Management Framework and identify performance goals for the duration of this contract. The Performance Management Framework includes their role and responsibilities, expectations and development plan which the employee will be assessed against.

Qualifications

Education:

• University degree from an accredited academic institution in a relevant field.

Experience:

• A minimum of 3 years of relevant professional experience is required.
• Experience working in a similar role and experience in providing administrative and executive support is required.
• Proven ability to accomplish assignments with little supervision.
• Excellent interpersonal skills, with a high degree of professionalism.
• Ability to handle information and documents with confidentiality.
• Experience in tracking and reporting financial activities and managing correspondence and appointments is desirable.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Experience in coordinating and facilitating large, international workshops/conferences is beneficial.
• Prior work experience regionally or at the national level within a Bali Process Member State is a strong asset.

Skills:

• Excellent organisational skills
• Excellent time management skills
• High levels of attention to detail
• Ability to improve processes and identify efficiencies
• Ability to prioritise tasks and manage own workload
• Ability to work collaboratively with colleagues and stakeholders
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Language:

• Fluency in English (oral and written) is required.
• Any additional languages spoken by Bali Process Member States considered an asset.      

Travel required

Should the Consultant be required to travel by the Organization, the Consultant will be provided with transportation or reimbursed for the cost of their travel following advance agreement and in accordance with IOM’s travel policies, including IN/6. The Consultant will receive a Daily Subsistence Allowance (DSA) according to IOM’s established rates, during their stay in the place of duty while on TDY.

DESIRABLE COMPENTENCIES

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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 

• 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. 

How to apply:

Interested candidates are invited to submit their applications via IOM e-Recruitment system within the above said deadline referring to this advertisement. Please attach the following documents in your application. 

• a curriculum vitae and how you heard about this job; 
• a one page pitch that;

1. Summarises why you are interested in the roll
2. Explains how your skills, experience, and capabilities are relevant for the advertised position and make you a strong candidate
3. This explanation should demonstrate how you meet the requirements of the role as outlined in the job advertisement

• a duly completed IOM Personal History Form which can be downloaded from https://thailand.iom.int/sites/g/files/tmzbdl1371/files/Vacancies/Form/iom-personal-history-form-270122.xls.

Only shortlisted candidates will be contacted. 

Salary and conditions information:

• The successful candidate will be engaged under an IOM contract working for the Regional Support Office and their conditions of service will be governed by their contract. The contract will include annual and sick leave only.  The successful candidate is responsible for determining their taxation liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws. The successful candidate is responsible for determining their own pension fund arrangements. 
• The position duty station is Bangkok, Thailand. Relocation assistance and working visa assistance will be provided by the IOM for the successful candidate, if required. 
• The position requires a minimum 3 days office-based work *subject to change*. 
• The starting salary of USD $ 2,081.00 will be paid monthly. Salary increases occur in line with the ‘RSO Personnel – Classification and Salary’ Guidelines.

Posting period: From 26/08/2025 to 08/09/2025

Required Skills

Job info