The International Labor Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that labour peace is essential to prosperity. Today, the ILO helps advance the creation of decent work and the economic and working conditions that give working people and business people a stake in lasting peace, prosperity and progress.
The ILO was created in 1919, as part of the Treaty of Versailles that ended World War I, to reflect the belief that universal and lasting peace can be accomplished only if it’s based on social justice. In 1946, the ILO became a specialized agency of the United Nations. Its unique tripartite structure gives an equal voice to workers, employers and governments providing a unique platform for promoting decent work for all women and men.
Strengthening Skills Development in Cambodia, Lao PDR and Myanmar through South South and Triangular Cooperation
The International Labour Organization (ILO) and the Ministry of Human (MOHRSS) of China signed a Memorandum of Understanding (MOU) on 6 November 2018, and a Partnership Agreement for Promoting Development Cooperation with a Focus on South-South Initiatives on 21 November for the promotion of Decent Work.
The programme, financed by MOHRSS aims to promote effective development cooperation and initially focuses on strengthening skills development in Cambodia, Lao PDR and Myanmar through South-South and Triangular Cooperation.
The programme will follow the principles of equality, mutual support, sustainable development, and local ownership; and will provide technical support in realizing the ILO’s DWCPs, with areas of focus on skills development and public employment services, social protection etc.
The position is located in Bangkok, Thailand in the project unit of ROAP. As a team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of the project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client oriented manner. The incumbent applies the principles of results based management and ensures the correct application of established rules, regulations, policies and procedures and guidelines.
The incumbent works under the supervision of the Project Manager and Programme Coordinator and will receive guidance and support from other relevant technical specialists. Supervision received is focused on the timeliness of process execution and the quality of outputs. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.
Finance and Administrative Assistant, SSTC
- Liaise with diverse organizational units in the field to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
- Provide general office assistance, handles routine administrative tasks, advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
- Verify the conformity of project terms of reference with workplans and set objectives.
- Prepare background information, working papers and tables for briefing and review sessions by collecting data and relevant information on development and/or subject matter activities of the area or region. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
- Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery and brings them to the attention of management
- Assist in developing relevant materials and activities by assisting with standard layouts and production of documents (i.e. brochures, presentations, multimedia, and newsletters).
- Develop, maintain and update relevant programme and technical cooperation information systems and database, records/registers/control plans on the status of projects and programmes at each project cycle and programming activities for monitoring and evaluation purposes.
- Prepare background material, working papers and tables for briefing and review sessions.
- Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office and the UN and the country of the duty station. Update information on web sites.
- Liaise with concerned ILO constituents, implementing agencies and social partners (organizations of employers and employees) for required clearances. Maintain their up-to-date directories.
- Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.
- Ensure timely completion of activities by the team.
optional section (if needed)
- Assist the supervisor in monitoring and maintaining a central filing system for all financial records ensuring the completeness and accuracy of records in the correct database.
- Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computations. Summarize information reflecting current obligations and future programme and budgetary implications. Identify and modify incorrect data.
- Review cost plans/budgets for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies.
- Maintain financial records for projects. Verify the accuracy of documents. Code and record receipts and payments. Maintain a continuing status of allotments against obligations.
- Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions. Maintain custody of the petty cash account and make payments of approved transaction.
- Advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment, including customs clearance. Issue shipping instructions to forwarding agents and suppliers, check shipping documentation, and determine and prepare insurance coverage. Prepare notification of dispatch and verify invoices.
- Maintain, update and transmit inventory records.
- Carry out all operations required for authorizing and effectuating expenditures under project budget which includes making calculations, requesting funds, checking supporting justifying documents and making payments.
- Brief and assist newly arrived staff, experts and consultants on basic finance procedures and requirements with respect to matters related to project and programmes.
- Initiate, process, monitor, review and follow up on actions related the administration of the project’s human resources activities such as recruitment, contracts, performance appraisals, staff development, leave and other matters.
- Enter, maintain administrative personnel related data and records.
- Maintain and review organizational staffing table.
Required Qualifications and Experience
- Completion of secondary school education with formal training in accounting and/or finance and administrative field
- Five years of progressively responsible financial and administrative work, and some training in an administrative field.
- Excellent command of English and national language of the duty station.
- Knowledge and understanding of a 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 in basic computer software (Microsoft Word, Powerpoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
- Ability to evaluate correspondence and inquiries for best course of action.
- Ability to respond to work related inquiries in an appropriate manner.
- Ability to obtain services from other work units inside or outside the office for completion of tasks.
- Ability to communicate effectively both orally and in writing.
- Ability to work on own initiative as well as a member of a team.
- Organizational skills.
- Ability to clarify information.
- Ability to deal with people with tact and diplomacy.
- Ability to work in multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.
Allowances & benefits
- Affiliation to the United Nations Joint Staff Pension Fund
- Affiliation to the ILO-IT Staff Health Insurance Fund
- Dependants’ allowance
- 30 working days of annual leave