Grade: G4
Vacancy no.: DC/BANGKOK/GS/2023/04
Publication date: 8 May 2023
Application deadline (midnight Bangkok time): 21 May 2023
Job ID: 10814
Department: RO-Asia and the Pacific
Organization Unit: RO-Asia and the Pacific
Location: Bangkok
Contract type: Special Short Term
Contract duration: Five months
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*
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 special short-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 Baht597,756.- 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, โSafe & Fair: Realizing women migrant workersโ rights and opportunities in the ASEAN regionโ (2018-2022) as part of the multi-year EU-UN Spotlight Initiative to Eliminate Violence against Women and Girls. Safe & Fair will be implemented by the International Labour Organisation (ILO) and the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women).
Safe & Fair delivers technical assistance and support with the overall objective of making labour migration safe and fair for all women in the ASEAN region. Safe & Fair engages 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 ten countries (Brunei, Cambodia, Indonesia, Lao People's Democratic Republic, Malaysia, Myanmar, Philippines, Singapore, Thailand and Viet Nam).
The Administrative Assistant will work under the direct supervision of the Technical Officer and under the guidance of the Chief Technical Advisor (CTA) in the SAFE and FAIR Regional team.
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 when approved by the SPO/PC.
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 Service 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 CTAโs calendar, 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, Regional Migration Specialist and other officials.
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 projectโs Administrative Assistant in Bangkok, and provide guidance to implementing partners on the preparation of these documents.
12. Perform other duties as assigned by the Technical officer or CTA.
Required qualifications
Education
Completion of secondary school education, preferably with further education in administrative field.
Experience
Three to four yearsโ relevant clerical work experience.
Languages
Excellent command of both Thai and English
Competencies
o Organizational skills.
o Knowledge of administrative procedures and of clerical practices.
o Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
o Proficient in basic computer software (Microsoft Word, Powerpoint, Excel, Adobe Reader) and ability to use other software packages required by the work unit.
o Ability to communicate effectively both orally and in writing.
o Ability to evaluate correspondence and inquiries for best course of action.
o Ability to respond to work related inquiries in an appropriate manner.
o Ability to obtain services from other work units inside or outside the office for completion of tasks.
o Ability to work on own initiative as well as a member of a team.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at 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.