Back Finance and Administrative Assistant, Ship to Shore Rights South East Asia in the Blue Economy

Grade: G5

Vacancy no.: DC/BANGKOK/GS/2025/01
Publication date: 6 February 2025
Application deadline (midnight Bangkok time): 20 February 2025

Job ID: 12715
Department: RO-Asia and the Pacific
Organization Unit: RO-Asia and the Pacific
Location: Bangkok
Contract type: Fixed Term

Contract duration: Two years (with possibility of renewal)

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 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 two-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.

  Introduction

  Ship to Shore Rights South-East Asia: Safe migration for decent work in the blue economy (Ship to Shore Rights in the Blue Economy) is a regional initiative between the European Union (EU) and the United Nations (UN). It is implemented by the ILO in collaboration with IOM and FAO, with the overriding objective to promote safe labour migration and decent work for a sustainable fish and seafood supply chain, including primary production (capture fishers and aquaculture) and post-harvest processing in South-East Asia.

  The project will promote gender-responsive labour migration laws, policies, practices and services that address the characteristics of work in the blue economy. It will support the organization and representation of migrant workers. 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. To prevent labour exploitation, child labour, and human trafficking for forced labour, communities will be mobilized and service providers will be supported to provide coordinated services.

  Ship to Shore Rights in the Blue Economy will work in close cooperation with governments, social partners and civil society to achieve the project objectives. The activities shall be carried out at the regional level in ASEAN, as well as in the target countries of Cambodia, Indonesia, Malaysia, Myanmar, the Philippines and Thailand.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  The Project Finance and Administrative Assistant will be responsible for the administration and finances of the project in Thailand and ensuring project financial transactions are in compliance with ILO rules and regulations. The incumbent will work closely with the National Project Coordinator to provide financial, administrative, and logistical support to ensure the effective implementation of the project in Thailand.

  Reporting lines

  The Finance and Administrative Assistant will work under the day-to-day supervision of the National Project Coordinator, and the regional Senior Project Finance and Administrative Assistant in Bangkok. The project Chief Technical Advisor (CTA) will provide overall supervision. The incumbent will work also work under the administrative supervision of the Regional Director of the ILO Regional Office for Asia and the Pacific.

  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, implementing partners, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.
  4. Review and verify financial and progress reports of project implementing partners or other project partners, ensuring accuracy of calculations, completeness of supporting documents, and compliance with ILO rules before submitting to the Finance Unit. Liaise and correspond with stakeholders to seek additional information or documentation.
  5. Classify and assign budget codes in accordance with the project documentation, 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 by preparing Minute Sheets, justifications, budgets and other relevant documents.
  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. Liaise with project partners to ensure accuracy of information and completeness of documentation.
  9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
  10. Provide administrative and logistical support in the preparation and running of project workshops and meetings, missions, event, and other project activities.
  11. Participate in the capacity building of stakeholders in relation to financial reporting to the ILO.
  12. Undertake missions to project sites and 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 the Thai and English.

      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 numerical 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 (particularly EXCEL, and Microsoft Word, PowerPoint, 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 work under pressure, determine efficient workflows, and prioritize tasks.
      • 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.

        Recruitment process

        Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

        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.