Executive Assistant / Senior Administration Officer

• 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.

• 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.

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

• 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.

• 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.

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

• 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.

• 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.

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