Grade: G5
Vacancy no.: DC/BANGKOK/GS/2023/07
Publication date: 9 October 2023
Application deadline (midnight Bangkok time): 22 October 2023
Job ID: 11316
Department: RO-Asia and the Pacific
Organization Unit: RO-Asia and the Pacific
Location: Bangkok
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.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria.
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
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.
Introduction
This position is located in the Regional Office for Asia and the Pacific (ROAP). This work unit provides a wide range of programmatic, technical, financial and administrative services to support the promotion of decent work and the effective implementation of regional and country level activities in Asia and the Pacific.
This Project stems from a South-South and Triangular Cooperation (SSTC) agreement between the ILO and the Government of China on South-South Cooperation under the Global Development Initiative. The agreement aims at fostering partnership which promotes South-South Cooperation, through the joint effort of Chinaโs Ministry of Human Resources and Social Security (MOHRSS) and the ILO, to carry out development cooperation with partner countries in the Association of Southeast Asian Nations (ASEAN) to promote implementation of the Decent Work Agenda in the fields of high-quality employment, public employment services and entrepreneurship development.
As a Project team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines.
Reporting lines
The Administrative and Finance Assistant will work under the general supervision of the Project Manager. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.
Description of Duties
1. Assist with the planning and preparatory work of the project initiatives. Monitor status of project activities and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of project outcomes and deliverables and inform the supervisor of any discrepancies.
2. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the project, including on budgets, staffing levels and structures of the project, and other related topics or issues.
3. Input complete data and process administrative actions on project delivery in the enterprise resource planning (ERP) system. Based on information in the ERP system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor.
4. Follow-up on administrative matters, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions.
5. Provide administrative support for the organization of seminars, workshops, meetings, other events and project missions.
6. Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.
7. Respond to requests for general information on project related matters.
8. Keep abreast of changes to relevant project-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.
9. Keep abreast of developments in the project countries which may have an impact on areas for ILO assistance and collaboration/development cooperation.
10. Provide general office management support, including attending meetings and drafting correspondence.
11. Perform other relevant duties as assigned.
Required qualifications
Education
Completion of secondary school education.
Experience
Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.
Languages
Excellent command of English. Working knowledge of the official national language of the duty station.
Competencies
- Knowledge of programme and/or project administration.
- Knowledge of results-based management (RBM).
- Good knowledge of PC software (including word processor, spreadsheet and presentation
- software) such as Microsoft Office.In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:
- Ability to interpret and work within the applicable rules, regulations, policies and procedures.
- Ability to adapt quickly to new software and systems, including Teams, Zoom and other platforms.
- Ability to organize face-to-face and online meetings, including for tripartite partners, and other project partners in online platforms (Webex, Teams, Zoom).
- Capacity to take notes and minutes of meetings.
- Analytical skills and attention to detail.
- Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.optional section (if needed)
Conditions of employment:
Starting salary: Baht717,305.- per annum
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 leaveRecruitment process
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.
Fraud warning
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.