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Finance and Administrative Assistant

Bangkok

  • Organization: ILO - International Labour Organization
  • Location: Bangkok
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

 

Grade: G5  

Vacancy no.: CALL/BANGKOK/GS/2022/01
Publication date: 20 January 2022
Application deadline (midnight Geneva time): 2 February 2022

 

Job ID: 7401 
Department: RO-Asia and the Pacific 
Organization Unit: DWT-Bangkok 
Location: Bangkok   
Contract type: Special Short Term 

 

The ILO is issuing a call for expression of interest for the above position. This is an assignment of a purely temporary nature, not expected to lead to a career in the ILO. 

 

The selection process is not subject to the rules and procedures defined in Annex I of the ILO Staff Regulations

 

The following are eligible to apply:

 

- Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations. The Office will facilitate the temporary re-assignment of a selected internal candidate to this position.

- External candidates. 

 

The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Introduction

The Finance and Administrative Assistant will be responsible for providing support to two TC projects:
1.    “Strengthening capacity to promote gender-responsive investments in the provision of decent care services in Thailand”
2.    “Strengthening Social Security Office capacities in policy design with a focus on research and actuarial services”
An equal share of 50% of the time of the FAA should/will be allocated to each project,since the position will be co-funded by both projects.

 

“Strengthening capacity to promote gender-responsive investments in the provision of decent care services in Thailand”
Women in Thailand perform over 3X as much unpaid care work as men. In particular, women are drawn out of the labour force for family responsibilities, caring for children and aging family members, what is even more impactful in a fast-ageing society.  Further, COVID-19 has hit women harder – and has increased unpaid care burdens due to lockdowns, home schooling, etc. With a lack of publicly funded, accessible, affordable and skilled care options, most families adopt one of two strategies: redistributing care burdens to other women or if they can afford it, hiring domestic workers in informal working conditions, without adequate skills, social status, pay or social protection.   Care infrastructure investments are required to provide collective, accessible, professional and sustainable solutions to support families to manage unpaid care duties alongside work. Further, promoting a comprehensive approach to care economy in Thailand proposes a ‘build back better’ solution, and potentially generates new jobs. This work builds on ongoing efforts to expand social security coverage to informal care workers and by improving skills and working conditions of marginalised groups of workers in particular sectors.  
 
This Project aims to provide ILO Constituents with an integrated approach to investments in the care economy (childcare and long-term care), addressing both the supply and demand sides and identifying and addressing gaps in policies, investments, service provision, skills and decent work. The Project’s three-pronged approach identifies service gaps and required investments in childcare and long-term care services, including opportunities for employment creation potential, while advancing policy dialogue and action in this key area; promotes enhanced social protection for vulnerable care workers (mainly informal domestic workers in the care economy) and; contributes to upskilling and recognising skills competencies required for professional childcare and long-term care jobs thus further valuing care work and improving domestic workers’ conditions. The strategy will demonstrate to tripartite constituents and other key stakeholders, the viability, benefits and knock-on effects of care investments on the economy, society, gender equality, job creation, working conditions and women’s labour force participation, through social dialogue. This policy dialogue will increase the likelihood that care service provision and investments will be prioritised and increased. . The Project has a total duration of 16 months.

optional section (if needed)

“Strengthening Social Security Office capacities in policy design with a focus on research and actuarial services”
Thailand presents one of the most comprehensive social security systems in the Region. In regional as well as global contexts, it belongs to those few countries to be acknowledged for their thoughtful and steady implementation, maintenance and gradual extension of social protection. However, despite the progresses, room for improvement is substantial. The need for further reforms towards the development of more comprehensive, sustainable, inclusive and integrated systems is high on the national social protection agenda.

 

To effectively design social security policies that live up to international standards and conventions, careful examination of data and financial projections are required and the Social Security Office (SSO) should play an important role in providing input / evidence in to these important discussions. To be able to play this role, it is essential that SSO’s own analytical capacity is enhanced. In this context, the SSO has partnered with the ILO to enhance its internal research capacity, with a particular focus on the development of its actuarial services, reinforcing also the availability of this services in the market space in Thailand.


The creation of the Regional Actuarial Services Unit was an essential step to guarantee the financial sustainability of the services in the region. The Regional Unit makes its services available to countries in the region, but also partners with regional and national institutions to develop a strategy towards building the internal capacity of social security institutions in the region and deliver actuarial and investment technical work.

 

Reporting lines:
Due to the co-funding nature of the position and its activities, the Finance and Administrative Assistant will work under the co-supervision of the Senior Social Protection Specialist and the Senior Gender, Equality and Non-discrimination Specialist. For matters related with the Project “Support to the Extension of Social Health Protection in South-East Asia” he/she will be working with the Regional Project Manager of the Project “Strengthening capacity to promote gender-responsive investments in the provision of decent care services in Thailand” he/she will coordinate with the Project CTA, and work under supervision of the Senior Specialist on Gender, Equality and Non-discrimination.  For both projects, the FAA will work in close collaboration with other team members from both projects, particularly Programme Officer for Thailand and Lao PDR of DWT/ CO Bangkok.

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.    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 supervisors of both Projects 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 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 and meetings.
12.    Perform other duties as assigned by both supervisors.

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. Familiarity with UN administrative and financial procedures constitutes an advantage.

Languages

Excellent command of English and Thai.

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 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 a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.

 

Conditions of Employment
Starting salary:       THB 717,305 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

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs (https://jobs.ilo.org) The system provides instructions for online application procedures.

 

Evaluation and the interview will tentatively take place during the 2 to 4 weeks following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

 

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

This vacancy is now closed.
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