Administrative Assistant
7 days ago
Position Title
-:
**Administrative Assistant (Legal Hub)**
- Duty Station
-:
**Bangkok, Thailand**
- Classification
-:
**General Service Staff, G5**
- Type of Appointment
-:
**One Year Fixed Term**
- Estimated Start Date
-:
**As soon as possible**
- Closing Date
-:
**18 April 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.
**_Context:
- **
The Department of Legal Affairs (LEG) provides legal advice to the Director General, the Deputy Directors General, the Regional Offices, Country Offices, and other Departments and Offices of the Organization. The Department provides support to ensure that the activities and operations of the Organization are carried out in accordance with the Legal Framework governing IOM, including the IOM Constitution, decisions of the governing bodies of IOM, the Unified Staff Regulations and Rules, the Financial Regulations and Rules, IOM instructions and international law.
The Department of Legal Affairs is comprised of three Divisions (the Contracts Law Division (LEGCR), the General and Administrative Law Division (LEGGL), the Institutional Law and Programme Support Division (LEGPS)) and the Regional Legal Hubs. The Regional Legal Hubs will address the legal matters that arise in their respective Region, in coordination with the three Divisions of the Department.
Responsibilities: Core Functions / Responsibilities:
Provide administrative and secretarial support to the Regional Legal Hub and the Department of Legal Affairs in Headquarters, including preparation and follow-up actions related to meetings and travel (travel authorizations, flight and hotel reservations, travel claims), organizing conference calls, participating in meetings and preparing minutes.
Support the Regional Legal Hub and the Department, in coordination with the Senior Legal Assistant, with its internal knowledge management and archiving systems to ensure consistency and continuity in providing legal advice, including maintaining the electronic and hard copy files and records.
Assist the Senior Legal Assistant with the maintenance of the Department’s intranet/internet pages, the access and retrieval of information and records from relevant departmental databases.
Assist in editing, proofreading and finalizing official notes verbales, correspondence, legal and other documents for signature and approval.
Receive all incoming requests and queries addressed to the Regional Legal Hub and provide assistance in monitoring other departmental mailboxes, as needed.
- Perform such other duties as may be required.
Qualifications: Required Qualifications and Experience
Education
University degree, preferably in Business Administration, or a related field from an accredited academic institution with three years of relevant experience; or,
Completed High School/Secondary school education with five years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
Experience in procurement processes;
Experience in organizing conferences and events;
Demonstrated experience in paralegal and/or administrative support in a legal department of an intergovernmental organization or a law firm is highly desirable;
Experience dealing with deadlines and confidential information;
Experience in research and preparation/formatting of legal documents is desirable;
Experience dealing with high-level counterparts and diplomatic missions would be an advantage; and,
knowledge of and work experience in IOM’s administrative procedures are preferred.
**Skills**:
Proficiency in electronic research of documents and legal materials;
Editing skills in English, French and/or Spanish would be an advantage.
Languages
Fluency in English language is required.
Working knowledge of French and/or Spanish is an advantage.
IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values - all IOM staff members must abide by and demonstrate these three 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.
Cour
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