Job Opportunity at ILO
Available Position: Administrative Assistant, ILO/ Korea Partnership Programme
Introduction
The International Labour Organization (ILO) and the Ministry of Employment and Labour of the Government of the Republic of Korea (MOEL-ROK) signed, on 1 October 2003, a Memorandum of Understanding (MOU) to strengthen partnership and technical cooperation for the promotion of Decent Work. An ILO-Korea Partnership Programme for Technical Cooperation has been set up through a process of consultations between the two parties. The Programme, financed annually by MOEL-ROK, focuses on optimizing ILO expertise and added value from the design stage to the implementation to support Decent Work Country Programmes (DWCP) and regional priorities.
Reporting lines
The position will be reporting to the Chief Technical Adviser, ILO-Korea Partnership Programme, in the ILO Regional Office for Asia and the Pacific, who will facilitate policy dialogue with the donor and manage and mobilize ILO’s technical support to the Programme as well as serve as ILO focal point on all ILO-Korea relations.
Description of Duties
1. Assist in the programme operation and administration of the financial management of the project according to the ILO rules and procedures.
2. Process a variety of contracts and transactions of the project (consultants, seminar contracts, service contracts, etc.) as necessary, assist in the preparation of cost estimates by collecting necessary data and preparing respective forms, and estimating anticipated expenditures from information sources.
3. Carry out administrative tasks and provide logistic secretarial support to the implementation and monitoring of project activities in a timely manner and take follow-up actions (consultants, nominations, logistic support, admin/finance, etc.).
4. Assist in the tasks related to the ILO-Korea training workshops and study visits including the preparation of draft cost estimates by collecting necessary data on travel costs and allowance, monitoring the expenditures and follow-up to process the payments on a timely manner.
5. Liaise with concerned ministries, ILO constituents, implementing agencies and Korean partners for required supports.
6. Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.
7. Maintain relevant project information systems, coordinate information materials for dissemination, and update information on the office website and corresponding papers to ensure the visibility of the ILO-Korea. Maintain the ILO-Korea files and database for easy tracing.
8. Support development and finalization of project publications and information materials and coordinate translation and printing.
9. Make travel arrangements, including travel authorization, hotel reservation, arrangement of travel, visas, security and other required clearances, and process requests for travel claims.
10. In coordination with the Regional HR Unit, assist international staff of the programme and his/her 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. Draft non-substantive correspondence on programme activities and reports related to programme activities in accordance to the ILO rules and procedures.
12. Translate brief documents and may act as interpreter.
13. Perform other related duties as required by supervisor.
Required qualifications
Education
Completion of secondary school education.
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 dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.
Languages
Excellent knowledge of English and Thai
Competencies
• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
• Ability to obtain services from other work units inside or outside the office for completion of tasks
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system;
• Ability to determine relevant background and reference materials for others, and to screen requires for urgency and priority
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Accuracy and ability to pay attention to details
• Ability to search and retrieve information from databases and compile reports;
• Excellent oral and written communication skills;
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Ability to deal with confidential matters with discretion
• 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:
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
Dependants’ allowance
30 working days of annual leave