Programme and Administrative Assistant

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Job Description

The Programme and Administrative Assistant will be based in Bangkok, Thailand. The Programme and Administrative Assistant will report to and work under the supervision of the National Project Coordinator of the Project. S/he will receive the overall guidance from the Director of the ILO Decent Work Technical Support Team for East and South-East Asia and the Pacific and ILO Country Office for Thailand, Cambodia and Lao PDR (DWT/CO-Bangkok). Administrative and financial guidance will be provided by the Senior Operations Officer and programme-related guidance will be received from the Senior Programme Officer of CO Bangkok. S/he is required to work in close collaboration with other ILO staff members.

Duties and responsibilities:

The Programme and Administrative Assistant will be responsible for a range of specialized Programme and Administrative support services in an efficient, effective and client-oriented manner. The incumbent performs at a fully operational level and resolves a variety of recurring and non-recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines.
Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
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 (in English and Thai language) on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants, implementing partners and counterparts. Draw the attention of the Project Manager/National 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, and check payment vouchers, prices and claims invoices.
Consult with Finance Unit, Programme and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
Provide project-related information as inputs to CO – Bangkok’s country programme implementation plan and report and other required external reports (UN, developments partners), in coordination with the National Project Coordinator.
Provide administrative and financial backstopping and guidance for project staff, implementing partners and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
Calculate and compile cost estimates and participate in budget analysis and projections as required by the supervisors.
Support the National Project Coordinator in preparing budget revision requests, when needed.
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.
Prepare draft presentations for project briefings, progress reporting and other related purposes.
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, trainings, workshops, meetings and webinars.
Perform other relevant duties as assigned.

Required qualifications:

Education:

Completion of secondary school education with formal training in accounting and/or Programme 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: