IOM International Job Vacancy: Receptionist - Bangkok, Thailand

Special Vacancy Notice
Open to Internal and External Candidates
Position Title: Receptionist
Duty Station: Bangkok, Thailand
Classification: General Service Staff, Grade G3
Type of Appointment: Special Short Term, 6 months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: August 26, 2016
Reference Code: ROBKK-SVN1604

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.

Context:

• Under the overall guidance of the Senior Regional Resources Management Officer (SRRMO) and the direct supervision of the Regional Human Resource Officer (RHRO) in Bangkok, Thailand, the incumbent will provide day-to-day administrative and secretarial support to the Regional Office for Asia and the Pacific.
• Core Functions / Responsibilities: Update contact information in the Global Address List (GAL), the Regional Office Directory, IOM Location List, etc. Updating Regional Office contact lists on regular basis.
• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Answer, screen and forward any incoming phone calls while providing basic information as needed.
• Receive and sort daily mails/ deliveries/ couriers; and distribute as necessary.
• Maintain security by following procedures and controlling access such as monitoring logbook, issuing visitor badges, etc.
• 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.
• Update the Regional Office’s appointment calendars and assist in scheduling meetings/ appointments. Responsible for maintaining the meeting room schedules. Assist during meetings and events, as required.
• Assist in monitoring the office attendance/ absences of Regional Office staff.
• Assist in facilitating the visa application process for Regional Office personnel.
• Ensure record keeping and maintenance of all relevant correspondences, accordingly to IOM guidelines.
• Oversee the Regional Office library and maintain the organization of library materials.
• Assist to ensure office premises, particularly the reception area and meeting rooms, are well-maintained, including the ITC equipment in the meeting room.
• Perform other clerical receptionist duties such as filing, photocopying, collating, faxing, etc. and provide general support to the Regional Resources Management Unit in absence of Colleagues.
• In the absence of the Executive Assistant, screen incoming communications, filter outgoing correspondence for RD’s signature, clearance and further action by other staff, as needed.
• Perform such other related duties as may be assigned.

Required Qualifications and Experience
Education

• Bachelor’s degree/ higher from an accredited academic institution with one year of relevant work experience; or
• High school degree/ certificate with three years of relevant work experience.
• Specialized training in secretarial studies desirable, but not required.

Experience

• Experience working in a similar role, preferably in an international, non-profit environment;
• Proven ability to accomplish assignments with little supervision;
• Excellent interpersonal skills both in person and by phone, with high professionalism;
• Ability to handle information and documents with confidentiality;
• Ability to be resourceful and proactive in dealing with issues that may arise;
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Languages
Fluency in English and Thai is required.

Working knowledge of other IOM official languages is an advantage.

Required Competencies
Behavioural

• Accountability – takes responsibility for action and manages constructive criticisms
• Client Orientation – works effectively well with client and stakeholders
• Continuous Learning – promotes continuous learning for self and others
• Communication – listens and communicates clearly, adapting delivery to the audience
• Creativity and Initiative – actively seeks new ways of improving programmes or services
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implement actions to improve performance of self and others.
• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism - displays mastery of subject matter
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
• Technological Awareness - displays awareness of relevant technological solutions;
• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

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, accreditation, any residency or visa requirements, and security clearances.

How to apply:

Interested candidates are invited to submit their applications via e-mail to ROBangkokHR@iom.int by August 26, 2016 at the latest, referring to this advertisement. Please include the reference code ROBKK-SVN1604 followed by your full name in the subject line. Previous applicants do not need to re-apply.

Applications should include: 1) a cover letter not more than one page, specifying the motivation for applications and 2) a duly completed IOM Personal History Form (may be downloaded from CLICK HERE). In order for an application to be considered valid, IOM only accepts profiles duly completed.

Only shortlisted candidates will be contacted.

Posting period:
From 29.07.2016 to 05.08.2016, extended to 14.08.2016, extended to 26.08.2016

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