Finance and Administrative Assistant (part-time 50%) Thailand

Introduction

To effectively design social security policies that meet international standards and conventions, the ILO has partnered with a number of Social Security Offices in the region to build up actuarial and research capacity and support work to extend coverage, strengthen financing and investment governance, provide technical support, undertaken actuarial valuations and support management and staff in improving communication.

This work is managed to support delivery of actuarial services initiated since July 2019. Under these services, the ILO provides actuarial, policy and investment technical support to 8 countries in the region. The ILO not only works directly with 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.

The Finance and Administrative Assistant will provide administrative and financial support to the project work and manage these activities.

Reporting lines

The Finance and Administrative Assistant (FAA) will work under the direct supervision of the Chief Technical Advisor who manages the delivery of the actuarial services. The FAA will also work closely with the National Project Coordinator of the ILO SSO Project of Thailand.

Description of Duties

General Administration and operation

1. Ensure smooth functioning of project administration, office management and operation support related functions through the provision of management and administrative support to the projects. This includes processing entitlements, issuance of contracts and maintenance of records and files.

2. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorisations, and assemble information pertinent to the purpose of travel.

3. Participate in the organisation of meetings, conferences and workshops and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme including contracting with hotels in accordance with ILO guidelines and interpretation services (selection and contracting).

4. Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks.

5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices, and claim invoices. 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.

6. Prepare and review additional financial information where appropriate, ensuring compliance with ILO rules in close collaboration with the CTA and National Project Coordinator of the ILO/SSO project of Thailand.

7. Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections and be able to prepare Budget Revisions where required.

8. Consult with Finance Unit on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices

9. Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.

10. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

11. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education with formal training / experience in accounting and/or finance plus in administration and project management.

Experience

Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent English and Thai. Working knowledge of another language of the region is an advantage.

Competencies

– Knowledge of general office procedures and approaches to good governance.
– Good administrative and organisational skills and ability to meet deadlines
– Good knowledge of Microsoft Office software (including Word, Excel, Teams and PowerPoint).
– Strong finance and budgeting background (experience in preparing and revising budgets) with good knowledge of accounting and finance procedures within the ILO or an international organisation
– Good management and interpersonal skills and able to communicate effectively in English and in Thai.
– In addition to the ILO core competencies (Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration), this position requires:
o Ability to work within the applicable rules, regulations, policies, and procedures.
o Ability to draft standard correspondence.
o Ability to maintain records and files and update databases.
o Attention to detail in order to identify data discrepancies.
o A high degree of discretion with sense of responsibility in dealing with confidential matters.
o Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.