Programme and Administrative Assistant

International Labour Organization

Bangkok, Thailand

Experience: 5 to 10 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 Programme and Administrative Assistant will perform and assume the following tasks and responsibilities:

  • Assist in monitoring budget, expenditures and administrative matters of the project at regional level and back stop review for country offices in the project
  • Provide support and overview to monitoring budget, expenditures and administrative matters for the regional component of the project, as delivered through the country offices.
  • Prepare and process financial transactions in IRIS including contracts, travel requests, purchase orders and requisitions, external payment authorizations and others as may be necessary.
  • Review monthly expenditure and process expenditures in IRIS. Prepare budget revisions and update budgets in the financial management system (IRIS) where necessary. Prepare monthly financial reports of the Project. 
  • Provide advice and support on financial and administrative matters to project staff where necessary, including finance systems and processes.
  • Ensure compliance with ILO procedures and intervene as required.  Assist in the preparation of financial reports and documents. 
  • Assist the CTA and technical staff in processing start up and implementation of action programmes and undertake the drafting of different types of contracts as well as in processing vouchers and financial clearances for these activities. 
  • Maintain and update project databases including project information relating to budget, expenditures and status of on-going project personnel contracts. Maintain a follow-up system; set-up and maintain an orderly filing system for the Project.
  • Provide secretarial and administrative support for seminars, workshops, meetings and other activities of the Project, including preparation of invitation letters and other documents for meetings as well as logistical arrangements.
  • Make travel arrangements, hotel reservations and prepare travel authorizations/claims, compile, calculate and prepare cost estimates and prepare documents and materials for missions. 
  • Receive and assist visitors, place and screen telephone calls and correspondences, maintain the CTA’s calendar, arrange meetings as necessary, and respond to routine queries and requests for information.
  • Make arrangements for the procurement, shipment and receipt of office and project supplies, equipment and materials and household effect, including customs clearance.
  • In coordination with the Regional Human Resources Development Unit, assist staff members and their dependents in processing requests for visas, identity cards, driving licenses and other necessary administrative documents in accordance with the requirements of the ILO and the Royal Thai Government.
  • Draft correspondence, reports and documents on project activities and ensure accuracy and conformity to existing standards and procedures.
  • Assist the CTA and technical staff in the preparation of status reports, progress and evaluation reports, and ad hoc reports required by the ILO and the donor.
  • Maintain regular communication with project staff and project partners and do follow-up actions on activities as necessary.
  • Perform other duties as may be required by the CTA.
Required qualifications:
  • Completion of secondary school education, supplemented by commercial training in bookkeeping, accounting, business administration or equivalent experience.
  • At least five years of project/management support (admin and finance) experience. Familiarity with ILO administrative procedures is preferred.
  • Proficiency in English and Thai languages with good drafting skills.