JOB OPPORTUNITY - Administrative Assistant

Position Title: Administrative Assistant – Regional Development Cooperation Section
Conditions: Fulltime, permanent employment subject to probation period of 6 months

1. Background:

The Embassy of Sweden in Bangkok represents Sweden in Thailand, Laos, Myanmar, and Cambodia. The Embassy represents and promotes Swedish interests in political and economic relations, development cooperation, trade and investment promotion and cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals. The Regional Development Cooperation Section is implementing Strategy for Sweden’s regional development cooperation with Asia and the Pacific Region in 2022–2026 - Government.se and hence cover a large geographic area and have a large number of partners inside and outside the regions.

2. Line of reporting and organisational belonging:

The Administrative Assistant works directly under and reports directly to the Head of the Regional Development cooperation Section. He/She is also part of the Administrative group that is led by the Head of Chancery.

3. Tasks and responsibilities:

• Assist Head of Section (administration, coordination of tasks, logistics, appointments, calendar matters, etc);
• Admin support to staff at the development cooperation section;
• Support to the Development Cooperation Section in arranging meetings at the Embassy and external, as well as via video. Practical and technical support;
• Archiving of documents;
• Support in arrangement of travel as well as following up on travel and travel budget (in close collaboration with the section for administrative affairs;
• Assist in communication and use of social media;
• Coordinate the section’s e-mail account
• Note taking at meetings;
• Manage contact list of development partners;
• Provide support for new staff and incoming visitors;
• Coordinate with the admin team at the Embassy; and
• Other tasks of administrative character at the Embassy as required, including back-up responsibility for the Embassy reception.

The work environment is dynamic and from time to time characterized by high pace. You need to be proactive, solutions oriented, service minded, and have a large degree of flexibility, as well as the ability to quickly adjust to change and new directives.

The above tasks are performed in a team, and they are often closely connected and overlapping with other staff. The work requires close cooperation with other Sections at the Embassy, as well as with external parties.

4. Essential qualifications, skills and experiences:

• Degree/diploma in administration or similar field related to the post;
• Minimum (5) five years of experience in administrative work;
• Experience from working as administrator/secretary/personal assistant with similar tasks;
• Experience from working in a context of high pace and with short lead times;
• Experience from working in a multicultural environment;
• Good writing skills and strong attention to detail;
• Very good organisational, planning and time management skills and commitment to on-time delivery;
• Fluent in Thai and English, both written and spoken;
• Strong team working skills; understanding the need to build and maintain contacts and networks;
• Proactive, solutions oriented, service minded , as well as punctual and responsible; and
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.

Fluency in Swedish or other Scandinavian language is considered as an added value.

Prior administrative work experience with Swedish Governmental Authorities, at a Swedish Embassy or an international organization is considered as an added value.

5. Salary and Benefits:

• Competitive remuneration including 13th month salary
• Generous health insurance
• Pension benefits
• 28 days of annual leave
• Generous parental leave conditions
• Gym allowance

6. Submitting Applications:

Interested individuals should send an application letter, along with a detailed CV including at the minimum two references, salary expectations and other supporting documents to the Embassy of Sweden in Bangkok. Applications must be sent/submitted to the Embassy no later than 17 August 2024.

The application should be sent under the subject heading “Administrative assistant – Development Cooperation” to e-mail address:  ambassaden.bangkok@gov.se

Questions may be directed to ambassaden.bangkok@gov.se (no telephone inquiry).

We encourage applicants from both gender and diverse backgrounds to apply. Only short-listed candidates will be contacted, and applications will not be returned. The Embassy of Sweden retains the right to contact references directly.

Language proficiency tests may be performed by the Embassy as part of the interview process. 

For information regarding how the Embassy process personal data, please read our data protection policy at www.swedenabroad.com.

7. About us: 

Official website: https://www.swedenabroad.se/bangkok 

Facebook: https://www.facebook.com/SwedeninBangkok/ 

X: https://twitter.com/SwedeninAP  and https://twitter.com/Swedeninth