Finance and Administrative Assistant (Roster)

Introduction

The International Labour Organization (ILO) is the United Nations agency for the world of work.  The ILO is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. We bring together governments, employers and workers to drive a human-centred approach to the Future of Work through employment creation, rights at work, social protection, and social dialogue.
 

Thailand is one of the ILO’s founding Members, joining in 1919.  The Government of Thailand and social partners have developed Thailand’s Decent Work Country Programme (DWCP) covering the period 2023-27, which provides the overall framework for collaboration with the ILO.  The ILO Regional Office for Asia and the Pacific (ROAP) and ILO Country Office for Thailand, Cambodia and Lao People's Democratic Republic (CO-Bangkok) implement numerous Development Cooperation projects in Thailand.  This Call for Candidatures is being advertised to attract qualified candidates who are passionate about the ILO's mandate and able to join the ILO in short notice for short-term temporary assignments to support our programmes and projects should the need arise. 

Description of Duties

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.    Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.

3.    Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.

4.    Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit. 

5.    Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.

6.    Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.

7.    Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

8.    Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.

9.    Calculate and compile cost estimates and participate in budget analysis and forecasts as required.

10.    Provide support, when necessary, in the preparation and running of project workshops and meetings.

11.    Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of progressively responsible financial and administrative work.

Languages

Excellent knowledge of English and good working knowledge of the local language of the duty station. 

Competencies

* 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 accounting reports and statements.

* Demonstrate responsible behaviour and ability to pay attention to detail.

* Ability to deal with confidential matters with discretion.

* Display high standards of ethical conduct.

* Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).

* 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 deal with people with tact and diplomacy.

* Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.