Introduction

The ‘Trade, Labour and FPRW in Southeast Asia’ project is a five-year initiative funded by Employment and Social Development Canada (ESDC) and implemented by the International Labour Organization (ILO). With a budget of CAD 7 million, this project is designed to enhance the integration and compliance of ILO fundamental conventions in the Southeast Asian trade sectors, particularly those involved in free trade agreements.

The project aims to strengthen the promotion and enforcement of labour compliance with international labour standards, including Fundamental Principles and Rights at Work (FPRW), especially in export sectors. Aligning with Canada’s Indo-Pacific strategy, the project will improve the enforcement of labour provisions, in current and future free trade agreements between Southeast Asia and Canada. Key areas include fostering Freedom of Association and Collective Bargaining (FOA/CB), irrespective of a convention’s ratification status. The project also places a strong emphasis on gender equality and inclusion. The initiative will engage a diverse range of Southeast Asian stakeholders, ranging from the ASEAN Secretariat and ILO constituents—including labour officials, workers and employers’ organizations, the judiciary, and policymakers focused on labour rights and trade promotion.

The project activities will include providing technical assistance, capacity building, raising awareness, conducting evidence-based studies, and facilitating inclusive social dialogue mechanisms where possible in the sub-region that are members of CPTPP or are engaged in potential Free Trade Agreement negotiations.

The project will ensure a coherent and synergistic effort across regional initiatives and will align with the Decent Work Country Programmes (DWCP) across countries. This strategic approach involves close collaboration with ASEAN Secretariat, fostering a unified effort throughout the sub-region and contributing to ongoing initiatives/roadmaps/actions in the ASEAN region and ASEAN Member States (AMS).

Description of Duties

The Finance and Administrative Assistant (FAA) works under the supervision of the Project Manager. S/he will work under the supervision of the ILO Regional Office for Asia and the Pacific (ROAP), Bangkok. Administrative and financial guidance will be provided by the Chief of the Regional Administration Services, and. The selected candidate is required to work in close collaboration with other ILO staff members at ROAP and relevant offices for instance Decent Work Team (DWT) Bangkok and Country Offices.

Specifically, the FAA will perform the following tasks and responsibilities:

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
2. 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.
3. Prepare routine correspondence to verify data, answer queries and obtain additional information, follow-up as necessary with project and ILO staff, consultants and counterparts.
4. Draw the attention of the PM for the project and, where necessary, the Finance Unit at the Regional Office in Bangkok, to matters requiring immediate attention.
5. Prepare and process financial transactions in IRIS including contracts, travel requests, purchase orders and requisitions, external payment authorizations and others as may be necessary.
6. Arrange for the procurement, shipment and receipt of office and project supplies, equipment and materials and household effect, including customs clearance.
7. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
8. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
9. Consult with the Finance Unit at the Regional Office in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants as well as interns of new or revised procedures and practices.
10. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
11. Calculate and compile cost estimates, and participate in budget analysis and projections as required by the PM or the Finance Unit at the Regional Office.
12. Provide support, when necessary, in the preparation and running of project workshops and meetings.
13. Perform other duties as assigned by the PM or, where necessary, the Finance Unit at the Regional Office in Bangkok.

Required qualifications

Education

Completion of secondary school education, supplemented by commercial training in bookkeeping, accounting, business administration or equivalent experience.

Experience

Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system. Familiarity with ILO administrative procedures would be advantage

Languages

Excellent in English and Thai.

Competencies

• Excellent organizational skills.
• Knowledge of requirements and procedures for the preparation and processing of documents, vouchers, administrative and financial forms and for the creation and maintenance of filing systems.
• Ability to establish and maintain a comprehensive administrative and financial information system.
• Excellent computer skills (Microsoft Word, Excel, PowerPoint, Adobe Reader) and ability to use other software packages required by the project.
• Ability to communicate effectively both orally and in writing.
• Ability to work as a member of a team and manage heavy workload under time pressure.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in a timely and appropriate manner.
• Ability to obtain services and support from other work units inside and outside the office for completion of tasks.
• Ability to make effective administrative arrangements for meetings, missions, trainings and the like with minimum supervision.
• Capacity and willingness to take initiatives.
• Team player with good communication and interpersonal skills.
• Ability to work under time pressure and meet deadlines.
• Knowledge of ILO administrative and financial policies and procedures an advantage.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.