ThaiNGO

ILO Regional Office for Asia and the Pacific Tel. +66 2 288 1234

United Nations Building, 11th Floor Fax. +66 2 280 1735

Rajdamnern Nok Avenue E-mail: BANGKOK@ilo.org

Bangkok 10200, Thailand www.ilo.org/asia

File: PER-GS-4 (CONF) Date: 14 May 2018

Announcement No. CALL/BKK/02 (2018) E

CALL FOR CANDIDATURES

Post Title: Programme and Administrative Assistant

Project Title: Programme for Sustainability and Standards in Global Supply Chains in Asia

Post Level: GS-5

Duration: Short-term contract (up to 31 December 2018)

Duty Station: Bangkok

_____________________________________________________________________________

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 following vacancy by direct

selection, the ILO invites interested candidates to submit their applications by the above date.

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 short-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.

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.

Introduction

The Programme and Administrative Assistant will work under the general supervision of the

Project’s Regional Chief Technical Adviser. Specifically, the Programme and Administrative

Assistant will perform and assume the following tasks and responsibilities:

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Duties and responsibilities:

1. Assist in monitoring budget, expenditures and administrative matters of the Programme

for Sustainability and Standards in Global Supply Chains in Asia at the global, regional

and country level (Cambodia, Indonesia, and Pakistan).

2. Prepare and process financial transactions in IRIS including contracts, travel requests,

purchase orders and requisitions, external payment authorizations and others as may be

necessary.

3. Review monthly expenditure and process expenditures in IRIS. Prepare budget revisions

and update budgets in the financial management system (IRIS) where necessary. Prepare

monthly financial reports of the Project.

4. Provide advice and support on financial and administrative matters to project staff where

necessary, including finance systems and processes. Ensure compliance with ILO

procedures and intervene as required. Assist in the preparation of financial reports and

documents.

5. Assist the SPO/PC in processing start up and implementation of action programmes and

undertake the drafting of different types of contracts as well as in processing vouchers

and financial clearances for these activities.

6. Maintain an overview of the work in the global and regional activities and three main project

countries to ensure compliance with ILO procedures.

7. Maintain and update project databases including project information relating to budget,

expenditures and status of on-going project personnel contracts . Maintain a follow-up

system; set-up and maintain an orderly filing system for the Project.

8. Provide secretarial and administrative support for seminars, workshops, meetings and

other activities of the Project, including preparation of invitation letters and other

documents for meetings as well as logistical arrangements.

9. Make travel arrangements, hotel reservations and prepare travel authorizations/claims,

compile, calculate and prepare cost estimates and prepare documents and materials for

missions.

10. Receive and assist visitors, place and screen telephone calls and correspondences,

maintain the SPO/PC’s calendar, arrange meetings as necessary, and respond to routine

queries and requests for information.

11. Make arrangements for the procurement, shipment and receipt of office and project

supplies, equipment and materials and household effect, including customs clearance.

12. In coordination with the Regional Human Resources Development Unit, assist staff

members and their dependents in processing requests for visas, identity cards, driving

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licenses and other necessary administrative documents in accordance with the

requirements of the ILO and the Royal Thai Government.

13. Draft correspondence, reports and documents on project activities and ensure accuracy

and conformity to existing standards and procedures.

14. Assist the SPO/PC in the preparation of status reports, progress and evaluation reports,

and ad hoc reports required by the ILO and the donor.

15. Maintain regular communication with project staff and project partners and do follow-up

actions on activities as necessary.

16. Perform other duties as may be required by the CTA

Qualification requirements:

Education - Completion of secondary school education supplemented by commercial training in

bookkeeping, accounting, business administration or equivalent experience.

Experience – At least five years of secretarial experience. Familiarity with United Nations’

administrative procedures is preferred.

Languages – Proficiency in English and Thai languages with good drafting skills.

Competencies –

• Knowledge of administrative and financial policies and procedure
• Excellent organizational skills
• Knowledge of requirements and procedures for the preparation and processing of documents,

vouchers, administrative and financial forms and for the creation and maintenance of filing

systems.

• Ability to establish and maintain a comprehensive administrative and financial information

system

• Excellent computer skills (Microsoft Word, Excel, Powerpoint, Adobe Reader) and ability to

use other software packages required by the project.

• Ability to communicate effectively both orally and in writing.
• Ability to work as a member of a team and manage heavy workload under time pressure.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in a timely and appropriate manner.
• Ability to obtain services and support from other work units inside and outside the office for

completion of tasks.

• Ability to make effective administrative arrangements for meetings, missions, trainings and

the like with minimum supervision;

• Capacity and willingness to take initiatives;
• Team player with good communication and interpersonal skills;
• Ability to work under time pressure and meet deadlines.

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Conditions of employment:

Starting salary: THB 717,305 per annum

Allowances & benefits: Affiliation to the ILO-ITU Staff Health Insurance Fund

Affiliation to the Short-term Insurance

2.5 working days of annual leave per month

Applications process:

Interested candidates are requested to send their applications to the Regional Human Resources

Unit, International Labour Organization, via e-mail to bkk_hr@ilo.org by 28 May 2018 This

call for candidatures has been issued on the ILO website (http://www.ilo.org/asia/info/

WCMS_099955/lang--en/index.htm. Only candidates under positive consideration will be

notified. Short-listed candidates will be required to sit in a written examination and an interview.

The ILO values diversity among its staff. We welcome applications from qualified women

and men, including those with disabilities.