Finance and Administrative Assistant

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Description

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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 [email protected].

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. 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

The International Labour Organization (ILO) is a UN specialized agency that has been bringing together governments, employers, and workers from 187 member states since 1919 to set labour standards, develop policies, and devise programmes promoting decent work for all and achieving social justice. In this context, the ILO-Korea Partnership Programme supports regional development cooperation projects under the ILO Regional Office for Asia and the Pacific. These projects currently include:

• The Asia-Pacific Regional Case for Implementing the Global Accelerator by a Just Transition in Paper and Construction Industries, with a focus on Cambodia and Viet Nam.
• Social Dialogue and Capacity Building for Strengthening Labour Disputes Prevention & Resolution Mechanisms in Cambodia.
• Promoting Integrated Youth Employment Programmes in Asia.
• Advancing Digital and Green Skills for Youth in ASEAN.
• Youth Employment Promotion in Mongolia.

The Administrative and Finance Assistant will be responsible for supervising all administrative and financial matters of the joint programme secretariat, with a strong focus on delivering joint activities. He/she will also support the delivery of consolidated financial reports for the donor when required.

The incumbent will provide a range of financial and administrative support services, including administrative and office support, HR, finance, travel, and logistics, in accordance with established rules, regulations, policies, procedures, and guidelines. This will be done under the direct supervision of the Chief Technical Advisor of the ILO-Korea Partnership Program(I-KORP) and guidance from the Programme Officer of the I-KORP. The incumbent will work closely with the loaned officers from the Korea Workers’ Compensation and Welfare Service (KCOMWEL) and the Korea Occupational Safety and Health Agency (KOSHA). The incumbent will coordinate with Korea’s partner institutes, such as the Korea Labour and Employment Service (KLES), the Korea Research Institute for Vocational Education and Training (KRIVET), Korea Polytech, and other ILO specialists and experts.

Duties:

• Assist in the programme operation and administration of financial management of the project according to the ILO rules and procedures. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 
• Carry out administrative tasks and provide logistic secretarial support to the implementation and monitoring of project activities in a timely manner and take follow-up actions (consultants, nominations, logistic support, admin/finance, etc.)
• Liaise with concerned ministries, ILO constituents, implementing agencies and Korean partners for required supports. Assist in the tasks related to the I-KORP workshops, forums and study visits including the preparation of draft cost estimates by collecting necessary data on travel costs and allowance, monitoring the expenditures and follow-up to process the payments on a timely manner
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/ or  minutes at meetings. 
• Draft non-substantive correspondence on programme activities and reports related to programme activates in accordance to the ILO rules and procedure
• Translate brief documents and may act as interpreter. Support development and finalization of project publications and information materials and coordinate translation and printing. 
• 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. 
• 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 the National Project Coordinator and, where necessary the Senior Programme Officer / Project Coordinator, to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit. 
• Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices, and claims invoices, and provide administrative and financial backstopping and guidance for project staff and consultants regarding payments, entitlements, travel claims, and other requirements related to accounts and finance.
• 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.
• Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
• Make travel arrangements, including travel authorization, hotel reservation, arrangements of trave visas, security and other required clearances, and process requests for travel claims.
• In coordination with the Regional HR unit, assist international staff of the programme and his/her dependents by processing requests for visas, identify cards, driving licenses, and other necessary.
• Maintain relevant project information systems, coordinate information materials for dissemination, and timely update information on the IKORP homepage and corresponding documents, including photos and materials related to events, to ensure the visibility of the ILO-Korea. Maintain the ILO-Korea files and database for easy tracing.
• Perform other duties as assigned by the supervisor and Programme Officer.

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 financial and administrative fields.

Languages:

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

Source: https://jobs.ilo.org/job/Bangkok-Finance-and-Administrative-Assistant,-ILO-Korea-Partnership-Programme/1201186201/

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