Administrative Clerk/Receptionist

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:

Under the overall supervision of the National Resources Management Officer (NRMO and direct supervision of the Senior Supply Chain Management Assistant, the successful candidate will provide general administration and reception in the IOM Thailand country office.

2. RESPONSIBILITIES AND ACCOUNTABILITIES:

• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Answer, screen and forward any incoming calls while providing basic information as needed.
• Receive, record and sort daily mails/ deliveries/ couriers; and distribute as necessary.
• Maintain security scene at the reception area and entrance by following procedures and controlling access such as monitoring logbook, issuing visitor badges, etc.
• Perform other clerical receptionist and administration duties such as filing, photocopying, collating, faxing, update seating plan, room/staff name tag, etc.
• Assisting on keep track of all IOM assets in Thailand, by conducting physical asset inventory bi-annually including asset tagging, asset assignment / re-assignment, asset transfer, asset disposal, etc.
• Identify defective / damaged assets and take necessary follow-up actions; handle asset disposal procedures such as sealed bid, scrapping sale, donation, etc. as required
• Update/maintain asset information and store asset documents in system following the e-filing guideline and procedures in timely manner.
• Perform annual physical asset verification using asset application and prepare reports for collation and submit the annual reporting to CAS-Asset Accounting.
• Perform administrative works on issuance and filing of documents related to asset transactions (assignment, transfer, loss, sale, donation, scrapping, etc.) and ensure that the documents are duly authorized by relevant units.
• Assisting the Senior Supply Chain Management Assistant to monitor assets insurance and ensure that all assets are covered by all risks comprehensive insurance policy and assisting on insurance claims as required.
• Perform such other duties as may be assigned.

3. QUALIFICATIONS AND EXPERIENCE

EDUCATION

• High School diploma with three years of relevant experience.
• Bachelor’s degree in Business Administration or related field with one years of relevant professional experience.

EXPERIENCE

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook.
• 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.
• Experience in procurement, administrative, asset, logistics and internal control procedures.
• Experience in the usage of SAP and knowledge of spreadsheet and data analysis.

SKILLS

• Excellent communication skills; strong interpersonal and organizational skills

4. LANGUAGES

Fluency in English and Thai (oral and written)

5. DESIRABLE COMPETENCIES:

The incumbent is expected to demonstrate the following values and competencies:

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.

Core Competencies – behavioural indicators level 1

• 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.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.