Grade: G5
Vacancy no.: DC/BANGKOK/GS/2023/10
Publication date: 27 November 2023
Application deadline (midnight Bangkok time): 10 December 2023
Job ID: 11421
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 extension)
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
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 lines:
The Programme and Administrative Assistant will work under the direct supervision of the Chief Technical Adviser.Description of Duties
Specifically, the Programme and Administrative Assistant will perform and assume the following tasks and responsibilities:
1. Assist in monitoring budget, expenditures and administrative matters of the project at regional level and back stop review for country offices in the project
2. Provide support and overview to monitoring budget, expenditures and administrative matters for the regional component of the project, as delivered through the country offices.
3. Prepare and process financial transactions in IRIS including contracts, travel requests, purchase orders and requisitions, external payment authorizations and others as may be necessary.
4. Review monthly expenditure and process expenditures in IRIS. Prepare budget revisions and update budgets in the financial management system (IRIS) where necessary. Prepare monthly financial reports of the Project.
5. Provide advice and support on financial and administrative matters to project staff where necessary, including finance systems and processes. Ensure compliance with ILO procedures and intervene as required. Assist in the preparation of financial reports and documents.
6. Assist the CTA and technical staff in processing start up and implementation of action programmes and undertake the drafting of different types of contracts as well as in processing vouchers and financial clearances for these activities.
7. Maintain and update project databases including project information relating to budget, expenditures and status of on-going project personnel contracts. Maintain a follow-up system; set-up and maintain an orderly filing system for the Project.
8. Provide secretarial and administrative support for seminars, workshops, meetings and other activities of the Project, including preparation of invitation letters and other documents for meetings as well as logistical arrangements.
9. Make travel arrangements, hotel reservations and prepare travel authorizations/claims, compile, calculate and prepare cost estimates and prepare documents and materials for missions.
10. Receive and assist visitors, place and screen telephone calls and correspondences, maintain the CTAโs calendar, arrange meetings as necessary, and respond to routine queries and requests for information.
11. Make arrangements for the procurement, shipment and receipt of office and project supplies, equipment and materials and household effect, including customs clearance.
12. In coordination with the Regional Human Resources Development Unit, assist staff members and their dependents in processing requests for visas, identity cards, driving licenses and other necessary administrative documents in accordance with the requirements of the ILO and the Royal Thai Government.
13. Draft correspondence, reports and documents on project activities and ensure accuracy and conformity to existing standards and procedures.
14. Assist the CTA and technical staff in the preparation of status reports, progress and evaluation reports, and ad hoc reports required by the ILO and the donor.
15. Maintain regular communication with project staff and project partners and do follow-up actions on activities as necessary.
16. Perform other duties as may be required by the CTA.
Required qualifications
Education
Completion of secondary school education, supplemented by commercial training in bookkeeping, accounting, business administration or equivalent experience.
Experience
At least five years of project/management support (admin and finance) experience. Familiarity with ILO administrative procedures is preferred.
Languages
Proficiency in English and Thai languages with good drafting skills.
Competencies
- Knowledge of general office support and operational areas.
- Awareness of the nature of ILO programme and activities.
- 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:
- Efficiency in providing administrative support for the organization of meetings and other events.
- Ability to search, retrieve and compile information from various sources.
- Ability to adapt quickly to new software and systems.
- Drafting skills.
- Analytical skills and attention to detail.
- A high degree of discretion with sense of responsibility in dealing with confidential matters.
- Interpersonal skills, tact and diplomacy when dealing with others.
- 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 (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.