Job Opportunity at ILO
Position Available: Finance and Administrative Assistant
Vacancy no.: DC/BANGKOK/GS/2022/13
Job ID: 9406
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 Resilient, Inclusive and Sustainable Supply Chains project is a new, innovative project that uses global supply chains as an entry point for advancing decent work. It is financed by the Government of Japan, notably the Ministry of Health, Labour and Welfare.
Over three years, with a budget of US$4 million and grounded in international labour standards, the ILO will support governments, employers’ and workers’ organizations in three countries with policy advice, guidance and tools to address decent work challenges and opportunities in three sectors: electronics manufacturing in Indonesia, automotive manufacturing in Thailand, and aquaculture in the Philippines. It will also assist ILO constituents in Japan with the effective implementation of the new National Action Plan on Business and Human Rights and forthcoming due diligence guidance through a better understanding of critical risks in global supply chains and best practice tools to mitigate the decent work deficits.
The COVID-19 crisis has highlighted the need for resilient, inclusive and sustainable global supply chains. Decent work – employment creation along with social protection, respect for rights at work, and access to social dialogue, with gender equality and non-discrimination as crosscutting issues – is key to ensuring a human-centred recovery from the crisis and to achieving the Sustainable Development Goals.
The project will comprise four closely interrelated modules:
1) Analysis and research on the selected supply chains, the impact of the COVID-19 crisis and the need to build forward better;
2) Development of tools, policy advice and training;
3) Support to national, sectoral and regional constituents and stakeholders along the supply chains that are or will be taking steps to advance decent work as part of their response to the COVID-19 crisis; and
4) Support to the Government and the social partners of Japan to effectively implement the National Action Plan on business and human rights through a better understanding of and tools to address risks in their global supply chains.
Expected outcome: Tripartite constituents and stakeholders further develop and implement policies and measures to build more resilient, inclusive and sustainable supply chains.
Within the policy and procedural requirements established by the ILO and the Resilient, Inclusive and Sustainable Supply Chains project, the Finance and Administrative Assistant will support the Project Manager and the National Project Coordinator in the implementation of the project’s Thailand component and ensure the objectives are met by providing administrative and financial support and contributing to delivering the expected outputs.
Reporting lines:
The Finance and Administrative Assistant will be based in Bangkok, Thailand. The Finance and Administrative Assistant will work under the supervision of the Director of the Decent Work Technical Support Team for East and Southeast Asia and the Country Office for Thailand, Cambodia and Lao PDR (DWT/CO-Bangkok). The incumbent reports to the Project Manager based in the Regional Office for Asia and the Pacific (ROAP). The Finance and Administrative Assistant will work in close collaboration with other team members from the project. The incumbent will be guided by the Senior Programme Officer for Thailand and Lao PDR of the ILO Country Office for Cambodia, Thailand and Lao PDR (CO-Bangkok) and the project National Project Coordinator, as well as liaise and cooperate with the ILO/Japan Multi-bilateral programme.
Description of Duties
The Finance and Administrative Assistant will be responsible for a range of specialized finance and administrative support services in an efficient, effective and client-oriented manner. Work involves using the enterprise resource planning (ERP) system to process transactions for financial clearance and payment processing. The incumbent performs at a fully operational level and resolves a variety of recurring and non-recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines.
1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
2. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants and counterparts. Draw the attention of the Project Manager/National Project Coordinator to matters requiring immediate attention.
4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules in close collaboration with the Senior Programme Officer for Thailand and Lao PDR, before submitting to the Finance Unit.
5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
6. Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
7. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
9. Calculate and compile cost estimates and participate in budget analysis and projections as required by the supervisors.
10. Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
11. Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops, meetings and webinars.
12. Perform other relevant duties as assigned.
Required qualifications
Education
Completion of secondary school education with formal training in accounting and/or finance and administrative field.
Experience
Five years of progressively responsible financial and administrative work, and some training in an administrative field.
Languages
Excellent command of English and an official national language of the duty station.
Competencies
• Knowledge and understanding of complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements. Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion. Must display high standards of ethical conduct.
• Proficient with Microsoft Office and statistical software packages.
• High standards of integrity, professionalism, personal discipline and impartiality.
• Excellent organizational skills.
• Ability to work on owns initiative as well as a member of a team.
• Ability to work under political and time pressure, and meet deadlines.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Position Available: National Project Coordinator
Vacancy no.: DC/BANGKOK/NO/2022/02
Job ID: 9407
Introduction
The Resilient, Inclusive and Sustainable Supply Chains project is a new, innovative project that uses global supply chains as an entry point for advancing decent work. It is financed by the Government of Japan, notably the Ministry of Health, Labour and Welfare.
Over three years, with a budget of US$4 million and grounded in international labour standards, the ILO will support governments, employers’ and workers’ organizations in three countries with policy advice, guidance and tools to address decent work challenges and opportunities in three sectors: electronics manufacturing in Indonesia, automotive manufacturing in Thailand, and aquaculture in the Philippines. It will also assist ILO constituents in Japan with the effective implementation of the new National Action Plan on Business and Human Rights and forthcoming due diligence guidance through a better understanding of critical risks in global supply chains and best practice tools to mitigate the decent work deficits.
The COVID-19 crisis has highlighted the need for resilient, inclusive and sustainable global supply chains. Decent work – employment creation along with social protection, respect for rights at work, and access to social dialogue, with gender equality and non-discrimination as crosscutting issues – is key to ensuring a human-centred recovery from the crisis and to achieving the Sustainable Development Goals.
The project will comprise four closely interrelated modules:
1) Analysis and research on the selected supply chains, the impact of the COVID-19 crisis and the need to build forward better;
2) Development of tools, policy advice and training;
3) Support to national, sectoral and regional constituents and stakeholders along the supply chains that are or will be taking steps to advance decent work as part of their response to the COVID-19 crisis; and
4) Support to the Government and the social partners of Japan to effectively implement the National Action Plan on business and human rights through a better understanding of and tools to address risks in their global supply chains.
Expected outcome: Tripartite constituents and stakeholders further develop and implement policies and measures to build more resilient, inclusive and sustainable supply chains.
Within the policy and procedural requirements established by the ILO and the Resilient, Inclusive and Sustainable Supply Chains project, the National Project Coordinator will support the delivery and implementation of the Thailand component of the project as well as ensuring that the objectives are met by providing technical support and contributing to delivering the expected outputs.
Reporting lines:
The National Project Coordinator will be based in Bangkok, Thailand. The National Project Coordinator will work under the supervision of the Director of the ILO Decent Work Technical Support Team for East and Southeast Asia and the Country Office for Thailand, Cambodia and Lao PDR (DWT/CO-Bangkok) and will report to the Project Manager supporting the project. The incumbent will coordinate activities under the technical guidance and advice from the Sectoral Policies Department (SECTOR) in ILO Headquarters and the DWT/CO-Bangkok.
The National Project Coordinator will also collaborate, liaise and work in close cooperation with the project components in other countries such Indonesia and Philippines and other related programmes/projects of the CO-Bangkok as required. The National Project Coordinator will also liaise in close cooperation with the ILO/Japan Multi-bilateral Programme.
Description of Duties
The National Project Coordinator will be responsible for managing the implementation of the project’s component for Thailand which place emphasis on the automotive manufacturing sector supply chain and other relevant activities of ILO/Japan Multi-bilateral programme, including the design, supervision and monitoring of all activities required for the achievement of project objectives and their related outputs, in accordance with the respective project implementation plans. The National Project Coordinator will ensure that the project contributes to and leverages ongoing ILO country interventions on social protection, skills development, and global supply chain under the framework of Thailand’s DWCP.
1. Ensure effective management including planning, implementation, monitoring and evaluation of the project’s activities in accordance with the policies, programme strategies, programme guidelines, administrative and financial procedures of the ILO and country/action programmes.
2. Provide timely, accurate and pertinent information on programme and budget matters for operational decision making purposes through the strategic use of the results-based management. Use baselines, milestones and indicators to measure, analyze and report on performance. Monitor and verify accuracy of data.
3. Coordinate with the Project Steering Committee in Thailand and assist in the preparation for meetings, the selection of interventions, project partners and implementing agencies.
4. Review and analyse Thailand’s social and economic development plans and policies, legislation, socio-economic data, national development strategies, reports and other information relevant to the implementation of the project activities, with emphasis on the policies and regulations relevant to the automotive manufacturing sector’s supply chain and Thailand’s National Action Plan on Business and Human Rights. Provide written analysis of the findings to the Project Manager and regularly prepare brief to reflect updates, changes and current situation.
5. Participate in the organization and facilitation of conferences, workshops, seminars, training sessions, consultative meetings and webinars and other relevant activities, in close collaboration with Technical Specialists, CTAs and main project partners and beneficiaries.
6. Prepare briefs, periodical reports and statistical data and contribute to the production of training and advocacy material in English and Thai.
7. Translate into Thai and/or English, as appropriate, and/or edit translation of technical material, new releases, official correspondence, statements, speeches, and other documents.
8. Prepare periodic and ad-hoc progress notes on the status of the Project’s implementation and coordinate with concerned tripartite and other partners in the country, relevant UN agencies to ensure strong sustainability of the outputs.
9. Identify and implement synergies and efficiencies with Thailand Decent Work Country Programme, and related in-country projects and programmes, to enhance the impact and sustainability of the project.
10. Contribute to the development or adjustment of training material, particularly by providing
information and recommendations on the local context and challenges. Promote ILO principles and standards during this development.
11. Support the mobilization of additional resources for implementation of the project’s activities, including preparation for periodical meeting with funding partners.
12. Assist in the programming and monitoring of available resources, prepare budget estimates and
expenditure forecasts by comparing and analyzing the resource situation with planned activities.
13. Prepare terms of references for external collaborators, identify consultants for conducting certain project activities, prepare cost estimation and provide support for preparing contracts and provide guidance and assess their work.
14. Monitor the implementation and ensure the completion of contracts; identify difficulties and propose solutions based on reports and undertake field missions in relation to project implementation.
15. Undertake regular and ad-hoc visits to monitor project activities and ensure quality delivery and compliance with ILO guidance.
16. Contribute to the ILO/Japan Multi-bilateral programme relevant to the project in collaboration with the CTAs.
17. Perform other relevant duties as assigned.
Required qualifications
Education
University degree in economics, management, social science or related fields with demonstrated expertise or equivalent experience. Training in results-based planning, design, data collection, monitoring and evaluation methodologies and project cycle management is an advantage.
Experience
At least three years of relevant professional experience at the national level preferably in project management and topics related to international labour standards, economic, social and environmental transitions, sustainable enterprises, and work experience collaborating with the Governments, Workers’ and Employers’ organization, civil society, UN Agencies and other stakeholders will be advantage. Proven ability to promote gender equality through project work.
Languages
Excellent command of English and an official national language of the duty station.
Competencies
• Ability to participate effectively in technical missions and multi-disciplinary teams.
• Ability to conceptualise and design research techniques and analyse complex cross-national practices and data sets covering a wide range of issues in the specialized technical field.
• Capacity to negotiate share gains with external partners.
• Capacity to engage in high-level policy dialogue with stakeholders.
• Knowledge of programme and budget, project administration and evaluation concepts and procedures.
• Ability to draft reports and prepare guidelines relating to programme development and implementation and monitoring and evaluation and ability to provide technical support to Project Manager carrying out research, project formulation and implementation.
• Excellent analytical skills and knowledge of analytical tools and qualitative and quantitative techniques.
• Proficient with Microsoft Office and statistical software packages.
• High standards of integrity, professionalism, personal discipline, and impartiality.
• Excellent organizational skills.
• Ability to work on owns initiative as well as a member of a team.
• Ability to work under political and time pressure and meet deadlines.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.