Grade: G5
Vacancy no.: DC/BANGKOK/GS/2023/05
Publication date: 9 May 2023
Application deadline (midnight Bangkok time): 22 May 2023
Job ID: 10815
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
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, there is the need for a project that addresses the need for migration governance that responds to the sectoral characteristics of fishing and seafood processing sectors, particularly concerning migrant fishers.
The programme will build on the achievements of the EU funded Ship to Shore Rights project implemented by the ILO (2016-2020). There is potential to consolidate and further advance the positive achievements by deepening engagement with Myanmar, Cambodia, Lao Peopleโs Democratic Republic, Viet Nam, Philippines and Indonesia on sectoral issues and labour migration management in SEA.
This regional programme will promote gender-responsive labour migration laws, policies, practices and services that address the characteristics of working in the 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 programme 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 action shall be carried out in Thailand, Cambodia, Myanmar, Lao peopleโs Democratic Republic, Philippines, Viet Nam and Indonesia. Regional activities will cover these countries as well as Malaysia and structures in the sub-region as deemed necessary.
Reporting line
The Administrative Assistant will work under the technical supervision of the National Programme Coordinator - Thailand and the administrative supervision of the Chief Technical Advisor (CTA). The Administrative Assistant will have primary responsibility related to the implementation of the programme in Thailand. S/he will support the work of the team in Bangkok, including the CTA, the National Programme Coordinator Thailand, the Technical Officer, the M&E and Knowledge Management Officer.
Description of Duties
1. Maintain programme financial records and monitoring systems to record and reconcile project expenditures, payments, statements and other data as required.
2. Process contracts for financial clearance and payment. Ensure that appropriate of types of contracts are used and all necessary supporting documents are attached.
3. Check all programme financial/progress reports including those submitted by the programme implementing agencies or other programme partners, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answer queries.
4. Prepare correspondence to verify data, answer queries and follow-up as necessary with staff, consultants and partners. Draw the attention of the National Programme Coordinator and the Chief Technical Advisor to matters requiring immediate attention.
5. Review and request additional information on the financial reports of project implementing partners before submitting to the Finance Unit, ensuring compliance with the ILO rules.
6. Responsible for the procurement process, i.e. project supplies and equipment. Arrange for control of distribution and establish/maintain appropriate inventory records.
7. Prepare contracts, documentation, and correspondence in English adhering to ILO rules and regulations for approval of the Office including Minute Sheets, justifications, budgets and other supporting documents.
8. Provide administrative/logistical support for missions, meetings, events, including preparing accurate Statement of Expenditure, travel authorizations and claims for programme staff and consultants in Thailand.
9. Maintain Thailand programme administrative files and official records, including a directory of contacts and partners, including the compilation of documents, common files, and different reports produced for the Ship to Shore Rights SEA - Thailand.
10. Perform any other job related as required by the supervisor.Required qualifications
Education
Completion of secondary school education, supplemented by a finance/ administration diploma
Experience
Minimum of five years of general administration, finance and office support work experience. Experience of working with an enterprise resource planning (ERP) system. Previous work experience in the UN or international organizations would be an advantage.
Languages
Excellent English and Thai
Competencies
โข Knowledge of general office support and operational areas.
โข Awareness of the nature of ILO programme and activities.
โข 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:
โข Efficiency in providing administrative support for the organization of meetings and other events.
โข Ability to search, retrieve and compile information from various sources.
โข Ability to adapt quickly to new software and systems.
โข Drafting skills.
โข Analytical skills and attention to detail.
โข A high degree of discretion with sense of responsibility in dealing with confidential matters.
โข Interpersonal skills, tact and diplomacy when dealing with others.
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 leaveRecruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. 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.