Call for Application: Executive Secretary (Deadline Extended until 30 Sep 2017)


Position:  Executive Secretary

Section:  Management Team

Duration of the Contract: 1 year with minimum 3 months to maximum 6 months’ probation period. The contract will be renewed annually subject to satisfactory performance and availability of funds

Reports to:  Deputy Secretary General

Duty Station:  AIPP Regional Secretariat, Chiang Mai, Thailand

Application deadline Extended: 30 September 2017

Interview: Only shortlisted candidates will be informed for interview.


The AIPP is a regional organization founded in 1988 as a platform for solidarity and cooperation among indigenous peoples in Asia. It actively promotes and defends indigenous peoples’ rights and human rights, sustainable development and management of resources, as well as environment protection.  For detail visit

Roles and Responsibilities:

A. Reports and briefs

  • Review and comment on program and project reports and ensure quality and compliance with project requirements, including timely submission of the same
  • Help in the development of Table of Content of AIPP publications, and conduct of quality checks and proof reading of AIPP publications to be submitted to the DSG and or SG for approval and publication
  • Collect data from various units and consolidate into the annual report of AIPP
  • Participate in the inter-programme and staff meetings and prepare meeting notes of points requiring follow ups
  • Provide progress briefs to the SG and or DSG, including the Management team, regarding implementation of inter-program activities and other follow-ups
  • Maintain meeting notes of the Management, one-on-one consultation with staff and or on programs and meetings with visitors regarding AIPP programs, activities, management concerns and matters requiring follow ups, etc.
  • Prepare regular briefs to the SG in consultation with the DSG on pertinent issues, challenges and matters requiring follow-ups related to inter-programs, secretariat matters, thematic programs and make recommendations (accordingly) where needed.

B. Human resource management

  • Help supporting the management and implementation the human resource policy and plan of AIPP in coordination with the Admin-Finance Coordinator and other members of the management as needed
  • Identify needs of individual staff and the Secretariat, and prepare annual staff development plan and oversee its implementation
  • Support in monitoring performance of the staff as well as conduct consultations with individual staff in accordance with the staff development plan, and provide recommendations and or updates on matters relating to HRM to the Management on a quarterly basis
  • Maintain up-to-date appraisal records and contracts of staff, including preparation of TOR in consultation with Programme Coordinators, Admin and Finance Managers
  • Help the Admin Manager in ensuring that the HRM system is up-to-date, including personnel records, leaves, visas and work permits, and staff welfare, etc.
  • Coordinate with the Admin-Finance Coordinator in ensuring that the AIPP operations are supported by efficient and effective administrative and finance systems and procedures
  • Help in process of screening, selection and recruitment of staff, including orientation, integration of staff, interns and volunteers in the Secretariat in collaboration with the RCB and relevant programmes/staff as appropriate.

C. Monitoring and evaluation

  • Assist the DSG in the conduct of meeting with programme teams on M&E progress, challenges and way forward, including backstopping in the preparation of monitoring and learning review visits by staff
  • Assist the DSG in the preparation and verification of ToRs and in the conduct of reviews and evaluations of AIPP and its program/projects by external consultants in close collaboration with the Management team
  • Assist the DSG in the conduct of regional data quality audits and analysis

Any other tasks assigned by the SG.

Skills and qualifications

  • At least bachelor’s degree or equivalent in social sciences or other streams with relevant experience in qualitative and quantitative research and data analysis in human rights and development sectors
  • Knowledge and experience in qualitative and quantitative data management techniques including proficient and skillful use of statistical software
  • Two years’ experience in monitoring and evaluating human rights and livelihoods projects on project monitoring with special emphasis on data management including data collection, analysis and storage
  • Experience of working with a national/regional/international human rights and development organizations with excellent report writing skills (in English) and knowledge of donor reporting procedures
  • Ability to work in a multi-cultural, multi-ethnic environment with respect for diversity and to carry team members with him/her.
  • Ability to work independently and under pressure in a rapidly changing professional environment with the ability to remain calm and in good humor
  • Diplomacy and good interpersonal skills and trained in human resource management.

Salary rate shall be based on the salary criteria approved by the Executive Council of AIPP

Interested indigenous persons from Asia (applicants from member-organizations will be given a priority) can submit application (indicating ethnicity) together with updated CV with at least two references with complete contact details (including email address and, phone number) and two reference letters following email addresses: Ms. Saowaluck at email: and Ms. Chanda at email:

Click here to download full application.


  1. Dear AIPP:
    I am interested to work for this position.

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