Administrative Assistant

International Labour Organization

Bangkok, Thailand

Experience: 3 to 5 Years

Skill Required: HR and Admin

The project will deliver technical assistance and support with the overall objective to protect the rights of women migrant workers and migrant children in Southeast Asia. The project will engage with ASEAN member States’ government authorities; ASEAN Institutions; workers’ organizations; employers and recruitment agencies; civil society organizations; community-based organizations; families and communities; research institutions and academia, media networks, youth, and the general public and supports programming across Cambodia, Indonesia, Malaysia and Thailand 
Description of Duties:
Specifically, the Administrative Assistant will undertake the following duties and responsibilities:
  • Provide administrative support to the project management and regional migration programme, and to the Thailand National Project Coordinator.
  • Provide secretarial and/or organizational support services to project workshops and meetings held in Thailand and at the regional level.
  • Search for and prepare briefing materials for project staff for use on missions and meetings.
  • Assist in the preparation of External Collaboration and Ser/ice Contracts for project partners and implementing agencies in line with ILO requirements, for approval from CTA.
  • Draft routine correspondence and maintain regular communication with project staff and project partners in Thailand and in the region, including sending faxes, email, pouch and express mail.
  • Receive visitors, place and screen telephone calls, maintain the project calendar of events, arrange meetings as necessary, and respond to routine requests for information.
  • Assist in making travel arrangements, including visa processing and hotel reservations, by preparing relevant administrative forms for CTA, regional team and coordinate with other admin staff regarding travel arrangements of specialists for project purposes, 
  • Regularly update lists of names, addresses and telephone numbers of contracts and partners to the project.
  • Make arrangements for the procurement, shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.
  • In coordination with the Regional HR Unit, assist staff members and their dependents by processing requests for visas, identity cards, driving licenses, and other necessary administrative documents in accordance with the requirements of the ILO and Royal Thai Government
  • Assist in reviewing financial statements, receipts and financial reports from implementing partners ahead of approval from the project's Administrative Assistant in Bangkok and provide guidance to implementing partners on the preparation of these documents.
  • Perform other duties as assigned by the CTA.
Required qualifications:
  • Completion of secondary school education, preferably with further education in administrative field.
  • Three to four years' relevant clerical work experience.
  • Excellent command of both Thai and English.