Grade: G4
Vacancy no.: DC/BANGKOK/GS/2023/11
Publication date: 27 November 2023
Application deadline (midnight Bangkok time): 10 December 2023
Job ID: 11422
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 Baht 597,756.-yearly.
Introduction
Women are increasingly migrating for work within the ASEAN region, and today close to half of all migrant workers in the region are women. While women migrant workers are disproportionately represented in the domestic work and care sectors, women migrant workers are also found in large numbers in other sectors in ASEAN countries, including construction, agriculture, manufacturing, services and entertainment. However, women have fewer options than men for regular migration, and are often channelled into lower paid informal sector work with few if any labour protections. Due to gender inequalities and discrimination, women are particularly vulnerable to violence and trafficking, and services for survivors of violence often do not meet their needs.
Recognizing these challenges, the European Union is funding a new project, Ensuring Decent Work and Reducing Vulnerabilities for Women and Children in the Context of Labour Migration in Southeast Asia. The project will be implemented by the International Labour Organisation (ILO) with the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women), United Nations Office on Drugs and Crime (UNODC) and United Nations Childrens Fund (UNICEF).
The project will deliver technical assistance and support with the overall objective to protect the rights of women migrant workers and migrant children in Southeast Asia. The project will engage with ASEAN member Statesโ government authorities; ASEAN Institutions; workersโ organizations; employers and recruitment agencies; civil society organizations; community-based organizations; families and communities; research institutions and academia, media networks, youth, and the general public and supports programming across Cambodia, Indonesia, Malaysia and Thailand
Please note that this position is subject to final project approval and funding availability. The vacancy is being advertised to expedite the recruitment process.
Reporting Line
The Administrative Assistant will work under the direct supervision of the Chief Technical Advisor (CTA) of the project and general supervision of the Technical Officer.
Description of Duties
Specifically, the Administrative Assistant will undertake the following duties and responsibilities:
1. Provide administrative support to the project management and regional migration programme, and to the Thailand National Project Coordinator.
2. Provide secretarial and/or organizational support services to project workshops and meetings held in Thailand and at the regional level.
3. Search for and prepare briefing materials for project staff for use on missions and meetings.
4. Assist in the preparation of External Collaboration and Ser/ice Contracts for project partners and implementing agencies in line with ILO requirements, for approval from CTA.
5. Draft routine correspondence and maintain regular communication with project staff and project partners in Thailand and in the region, including sending faxes, email, pouch and express mail.
6. Receive visitors, place and screen telephone calls, maintain the project calendar of events, arrange meetings as necessary, and respond to routine requests for information.
7. Assist in making travel arrangements, including visa processing and hotel reservations, by preparing relevant administrative forms for CTA, regional team and coordinate with other admin staff regarding travel arrangements of specialists for project purposes,
8. Regularly update lists of names, addresses and telephone numbers of contracts and partners to the project.
9. Make arrangements for the procurement, shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.
10. In coordination with the Regional HR Unit, assist staff members and their dependents by processing requests for visas, identity cards, driving licenses, and other necessary administrative documents in accordance with the requirements of the ILO and Royal Thai Government
11. Assist in reviewing financial statements, receipts and financial reports from implementing partners ahead of approval from the project's Administrative Assistant in Bangkok and provide guidance to implementing partners on the preparation of these documents.
12. Perform other duties as assigned by the CTA.Required qualifications
Education
Completion of secondary school education, preferably with further education in administrative field.
Experience
Three to four years' relevant clerical work experience.
Languages
Excellent command of both Thai and English.
Competencies
โข Knowledge of general office procedures and proficient in the use of standard office equipment.
โข Good knowledge of PC software (including word processor and 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:
โข
โข Ability to work within the applicable rules, regulations, policies and procedures.
โข Ability to adapt quickly to new software and systems.
โข Ability to search, retrieve and compile information from a variety of sources.
โข Ability to draft standard correspondence.
โข Ability to reply in an appropriate manner to telephone, email and in-person inquiries.
โข Ability to maintain records and files and update databases.
โข Attention to detail in order to identify data discrepancies.
โข A high degree of discretion with sense of responsibility in dealing with confidential matters.
โข Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudesoptional section (if needed)
Conditions of employment:
Starting salary: Baht597,756- per annum
Allowances & benefits: Affiliation to the United Nations Joint Staff Pension Fund
Affiliation to the ILO-ITU Staff Health Insurance Fund
Dependantsโ 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.