Administrative and Finance Assistant, Ship to Shore SEA, Bangkok
Organization: International Labour Organization (ILO)
City: Bangkok, Thailand
Office: ILO Bangkok
Vacancy no.: DC/BANGKOK/GS/2020/05 (RE-ADVERTISEMENT)
Publication date: 10 November 2020
Application deadline (midnight Bangkok time): 16 Novemeber 2020
Job ID: 4955
Department: RO-Asia and the Pacific
Organization Unit: RO-Asia and the Pacific
Contract type: Fixed Term
Contract duration: One year (with possibility of renewal)
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
*The recruitment process for General Service positions is subject to specific local recruitment criteria.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is Baht717,305.- yearly.
South East Asia Regional Programme on Labour Migration in the Fishing Sector - Ship to Shore Rights South East Asia
Given the recent developments, and recognizing that the fishing and seafood processing sectors in major producing countries in South East Asia will grow as well as that labour migration will continue and likely grow, this project addresses the need for migration governance that responds to the sectoral characteristics of fishing and seafood processing sectors, particularly concerning migrant fishers.
The project will work in close cooperation with governments and social partners to achieve its overall objective: promote regular and safe labour migration among South East Asian Countries, in particular in the fishing and seafood processing industry.
The project will build on the achievements of the EU funded Ship to Shore Rights project implemented by the ILO. Positive achievements will be consolidated and further advanced by deepening country-level engagement with Myanmar, Cambodia, Lao People’s Democratic Republic, Viet Nam, Philippines and Indonesia on sectoral issues and labour migration management in SEA. Regional activities will cover these countries as well as Malaysia and structures in the sub-region as deemed necessary.
This project will promote gender-responsive labour migration laws, policies, practices and services that address the characteristics of working in fishing and seafood processing sectors. It will support the organization and representation of migrant workers in these sectors, including in the protection of fundamental principles. It will address the legal, policy and institutional gaps and barriers faced by migrant workers in these sectors including in the protection of fundamental principles and rights at work as well as enhance their access to safe, orderly and regular migration by addressing exploitation, forced labour and trafficking.
The Administrative and Finance Assistant will work under the technical supervision of the Chief Technical Adviser and under the administrative supervision of the Deputy Regional Director ILO Regional Office for the Asia-Pacific (ROAP).
Description of Duties
Specifically, the Administrative and Finance Assistant will undertake the following duties and responsibilities:
1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
2. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the National Project Coordinator and, where necessary the Senior Programme Officer / Project Coordinator, to matters requiring immediate attention.
4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
6. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
7. Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
9. Calculate and compile cost estimates, and participate in budget analysis and projections as required by the NPC and SPO/PC.
10. Provide support, when necessary, in the preparation and running of project workshops and meetings.
11. Perform other duties as assigned by the supervisor
Completion of secondary school education with formal training in accounting and/or finance and administrative field.
Five years of progressively responsible financial and administrative work, and some training in an administrative field.
Excellent knowledge of the working language of the duty station and a good knowledge of English.
Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
Good analytical skills. Ability to reason and make sound judgements.
Ability to maintain financial records and prepare clerical accounting reports and statements.
Must demonstrate responsible behaviour and attention to detail.
Ability to deal with confidential matters with discretion.
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Must display high standards of ethical conduct.
Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
Ability to evaluate correspondence and inquiries for best course of action.
Ability to respond to work related inquiries in an appropriate manner.
Ability to obtain services from other work units inside or outside the office for completion of tasks.
Ability to communicate effectively both orally and in writing.
Ability to work on own initiative as well as a member of a team.
Ability to clarify information.
Ability to deal with people with tact and diplomacy
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Conditions of employment
Conditions of employment:
Starting salary: Baht 717,305
Allowances & benefits: Affiliation to the United Nations Joint Staff Pension Fund
Affiliation to the ILO-ITU Staff Health Insurance Fund Dependants‘ allowance
30 working days of annual leave
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website ( https://jobs.ilo.org). The system provides instructions for online application procedures.
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.