Grade: G5
Vacancy no.: DC/BANGKOK/GS/2023/08
Publication date: 23 October 2023
Application deadline (midnight Bangkok time): 5 November 2023
Job ID: 11344
Department: RO-Asia and the Pacific
Organization Unit: CO-Bangkok
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
The ILO project โMigrant Advocacy for Rightsโ (2024-2026) aims at improving migrantsโ rights realization in informal agriculture and manufacturing in Thailand, working towards for full coverage in labour law and social protection, improved labour migration governance, and enforcement of rights-protective laws. The project will support migrant workers unionizing and networking to advocate for rights; support consultative law and policy reform processes in Thailand and along migration corridors; and facilitate participatory engagement with and strengthening of labour inspectorates and complaints and wage protection mechanisms. The three-year project is funded by the US Department of State Bureau of Democracy, Human Rights, and Labor (USDRL).
The incumbent Finance and Administrative Assistant will perform a range of operational and administrative support services for the delivery of administrative and office support, HR, finance, travel and logistics for the โMigrant Advocacy for Rightsโ project. The incumbent plays a key role, demonstrating considerable judgment, in ensuring transparency in the correct application, interpretation and adaptation of established ILO rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes. The position is located in Bangkok, Thailand with the ILO Country Office for Thailand, Cambodia and Lao PDR.
Reporting lines and Working relationships
The position reports to the โMigrant Advocacy for Rightsโ Technical Officer managing the project. Supervision received will be focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments will be generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work will be reviewed for feasibility of recommendations and correctness of end results, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit.
Technical guidance will be given by the Regional Administrative Services team, and the position will collaborate with a team of Finance and Administrative Assistants within other migration-related projects in the Office. Internal contacts are with staff and managers in field offices, project locations and headquarters to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards. The incumbent liaises with diverse organizational units to coordinate, prioritize and follow up on activities.
External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), trade unions and concerned Thai authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters. The incumbent also liaises with service providers for the completion of pending issues.
Description of Duties
In accordance with the needs and priorities of the \"Migrant Advocacy for Rights\", the incumbent will provide services from among the following duties:
1. Provide general office assistance, handle administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
2. Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area or region. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
3. Compile, summarize and enter data on project delivery; drafts related status reports, identifying shortfalls in delivery and brings them to the attention of management. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.
4. Draft non-substantive correspondence and reports on project activities in accordance with the requirements of the Office and the UN. Update information on web sites.
5. Organize and coordinate meetings, workshops and other events. Lead secretariat support services and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.
6. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions. Provide guidance and assistance to staff relating to arrival, departure and official travel formalities. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.
7. Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions. Maintain custody of the petty cash account and make payments of approved transaction.
8. Advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment, including customs clearance.
9. Perform other duties as assigned by the supervisor.
Required qualifications
Education
Completion of secondary school education. Training in an area related to general administration and office support.
Experience
At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of working with an enterprise resource planning (ERP) system. Experience of dealing with confidential matters with discretion.
Languages
Excellent command of English and Thai.
Competencies
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 Ability to organize own work.
โข Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
โข Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
โข Ability to obtain services from other work units inside or outside the office for completion of tasks
โข Ability to work as a member of a team and manage a heavy workload under time pressure.
โข Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system;
โข Ability to determine relevant background and reference materials for others, and to screen requirements for urgency and priority
โข Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
โข Accuracy and ability to pay attention to details
โข Ability to search and retrieve information from databases and compile reports;
โข Excellent oral and written communication skills;
โข Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
โข Ability to deal with confidential matters with discretion
โข 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: Baht717,305.- 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 leave
Recruitment 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.