Senior Finance and Administrative Assistant, Ship to Shore Rights

Introduction

Given the recent developments, and recognizing that the fishing and seafood processing sectors in major producing countries in South East Asia will grow as well as that labour migration will continue and likely grow, there is the need for a project that addresses the need for migration governance that responds to the sectoral characteristics of fishing and seafood processing sectors, particularly concerning migrant fishers.  

The programme will build on the achievements of the EU funded Ship to Shore Rights project implemented by the ILO (2016-2020). There is potential to consolidate and further advance the positive achievements by deepening engagement with Myanmar, Cambodia, Lao People’s Democratic Republic, Viet Nam, Philippines and Indonesia on sectoral issues and labour migration management in SEA.

This regional programme will promote gender-responsive labour migration laws, policies, practices and services that address the characteristics of working in the fishing and seafood processing sectors.  It will support the organization and representation of migrant workers in these sectors, including in the protection of fundamental principles. It will address the legal, policy and institutional gaps and barriers faced by migrant workers in these sectors including in the protection of fundamental principles and rights at work as well as enhance their access to safe, orderly and regular migration by addressing exploitation, forced labour and trafficking.

The programme will work in close cooperation with governments and social partners to achieve its overall objective: promote regular and safe labour migration among South East Asian Countries, in particular in the fishing and seafood processing industry. The action shall be carried out in Thailand, Cambodia, Myanmar, Lao people’s Democratic Republic, Philippines, Viet Nam and Indonesia. Regional activities will cover these countries as well as Malaysia and structures in the sub-region as deemed necessary.
 

The Senior Administrative and Finance Assistant will work under the technical supervision of the Chief Technical Advisor (CTA), and under the administrative supervision of the Deputy Reginal Director ILO Regional Office for the Asia-Pacific (ROAP). The Administrative and Finance Assistant will be responsible for administrative and finance matters related to the overall regional implementation of the programme and will coordinate programme in other countries of implementation. S/he will support the work of the team in Bangkok including the CTA, the Technical Officer, the M&E and Knowledge Management Officer, and the National Programme Coordinator Thailand. 

Description of Duties

1.    Maintain programme financial records and monitoring systems to record and reconcile programme expenditures, payments, statements and other data as required. 
2.    Analyses evaluate and monitor a variety of complex financial documents to identify and investigate anomalies or wrongly posted transactions and to determine corrective action, and resolve discrepancies. 
3.    Check and coordinate all programme financial/progress reports including those submitted by the programme implementing agencies or other programme partners, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answer queries.
4.    Maintains and updates computerized databases or systems including budget preparation systems, contracts tracking systems, and activity expenditure systems. 
5.    Prepares and modifies budget data based on requests such as budget proposals, budget revisions, rephrasing, programme allocation changes, verify budget codes and salary transfer. 
6.    Responsible for the procurement process, i.e. project supplies and equipment. Arrange for control of distribution and establish/maintain appropriate inventory records.
7.    Prepare contracts, documentation, and correspondence in English adhering to ILO rules and regulations for approval of the Office including Minute Sheets, justifications, budgets and other supporting documents.
8.    Provide administrative/logistic support for missions, meetings, events, including preparing accurate Statement of Expenditure, travel authorizations and claims for programme staff and consultants. 
9.    Organize meetings, programme activities/events and project missions as indicated in the project implementation plan and under the guidance of the CTA.
10.    Examines queries from clients, provide explanations, maintain follow-up systems, and addresses the supervisor in disputed, complex, unusual cases. 
11.    Maintain all other programme administrative files and official records, including a directory of contacts and partners, including the compilation of documents, common files, and different reports produced for the Ship to Shore Rights SEA.
12.    Perform any other job related as required.

Required qualifications

Education

Completion of secondary school education, supplemented by finance/ accounting mathematical tertiary training.

Experience

At least six years of experience in administrative and finance-related work. Previous work experience in the UN/international organizations will be an advantage. 

Languages

Excellent knowledge of English, working knowledge of a Southeast Asian language is an advantage. 

Competencies

1.    Demonstrated ability to work with word processing and spreadsheet software, including formulas, calculations, retrieval functions. 
2.    Good knowledge of accounting and finance procedures and practices, and ability to maintain financial records and prepare clerical reports and statements accurately. 
3.    Good administrative and organizational skills, including the ability to operate Zoom and MS Teams for virtual meetings. 
4.    Knowledge of in-house procedures for the preparation of documents and administrative forms and the use of filing systems will be considered an advantage. 
5.    Ability to communicate effectively and accurately both in writing and orally in English. 
6.    Ability to deal with clients and respond to their queries.
7.    Ability to work in a team and to work under pressure.
8.    Able to maintain confidentiality, demonstrate responsible behaviour with keen attention to detail.
9.    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.