Project/Programme Administrative Assistant (Roster)

Introduction

The International Labour Organization (ILO) is the United Nations agency for the world of work.  The ILO is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. We bring together governments, employers and workers to drive a human-centred approach to the Future of Work through employment creation, rights at work, social protection, and social dialogue.
 

Thailand is one of the ILO’s founding Members, joining in 1919.  The Government of Thailand and social partners have developed Thailand’s Decent Work Country Programme (DWCP) covering the period 2023-27, which provides the overall framework for collaboration with the ILO.  The ILO Regional Office for Asia and the Pacific (ROAP) and ILO Country Office for Thailand, Cambodia and Lao People’s Democratic Republic (CO-Bangkok) implement numerous Development Cooperation projects in Thailand.  This Call for Candidatures is being advertised to attract qualified candidates who are passionate about the ILO’s mandate and able to join the ILO in short notice for short-term temporary assignments to support our programmes and projects should the need arise. 

 

Description of Duties

1. Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

2. Provide general office management assistance, handle administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

3. Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor.

4. Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.

5. Maintain an overview of the financial situation of the projects. Prepare and modify budget data as required.

6. Maintain and update relevant databases/records/registers/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.

7. Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.

8. Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories.

9. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.

10. Provide guidance and training to, and monitor the work of, junior project/programme support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.

11. Process all project payments ensuring accuracy and documenting all financial transactions.

12. Provide informal interpretation and translation.

13. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. 

Experience

At least five years of relevant work experience.

Languages

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

Competencies

* Ability to organize own work.
* Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask.
* Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
* Ability to obtain services from other work units inside or outside the office for completion of tasks.
* Ability to work as a member of a team and manage a heavy workload under time pressure.
* Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
* Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
* Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
* Accuracy and ability to pay attention to detail.
* Ability to search and retrieve information from databases and compile reports.
* Excellent oral and written communication skills.
* Customer service experience in order to provide courteous, prompt and efficient responses to clients.
* Ability to deal with confidential matters with discretion.
* Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.