Introduction

he project on “Strengthening Fundamental Principles and Rights at Work and trade readiness in Thailand” aims to strengthen the promotion and enforcement of labour laws compliance with international labour standards, with focus on the fundamental principles and rights at work, especially as they are applied in trade sectors. Funded by the Government of Canada’s Employment and Social Development Canada (ESDC), this 36-months project will run from 2025 to 2028.

The overall goal of the proposed project is to promote Fundamental Principles and Rights at Work (FPRW) and their application in law and practice in Thailand, including through current and future Free Trade Agreement (FTAs). The two objectives are: 1) to strengthen mechanisms to promote FPRW and its application (including promoting ratification of the fundamental Conventions on Freedom of Association and Collective Bargaining – Convention No. 87 and Convention No. 98, and the Occupational Safety and Health Convention, 1981 (No. 155)), and 2) To support the advancement and sustainable implementation of the National Plan of Action on the Elimination of Child Labour (NPA) at national and provincial levels, with a focus on the trade sector, by assisting ILO constituents in reviewing and revising the NPA, providing technical input, and supporting the National Child Labour Survey.

The Project will provide technical assistance aligned with ILO conventions on Freedom of Association (FOA), Collective Bargaining (CB), Occupational Safety and Health (OSH) and child labour, support institutional capacity-building on addressing FOA, CB, OSH and child labour, and facilitate social dialogue and sharing of learnings or good practices among ILO’s tripartite and bipartite social partners to promote fair labour practices and labour rights and core labour standards including collective bargaining, discrimination, and occupational safety and health, especially on trade sectors.

Within the policy and procedural requirements established by the ILO and the Project on “Strengthening Fundamental Principles and Rights at Work and trade readiness in Thailand”, the Programme and Administrative Assistant will help ensure the Project objectives are met by providing programmatic and administrative support and contributing to delivering the expected outputs.

Reporting lines

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.

Main 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.

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 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.
4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
6. 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.
7. 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.
8. 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.
9. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
10. Calculate and compile cost estimates and participate in budget analysis and projections as required by the supervisors.
11. Support the National Project Coordinator in preparing budget revision requests, when needed.
12. 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.
13. Prepare draft presentations for project briefings, progress reporting and other related purposes.
14. 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.
15. 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

Excellent command of English.

Competencies

• Knowledge and understanding of complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements. Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion. Must display high standards of ethical conduct.
• Proficient with Microsoft Office and statistical software packages.
• High standards of integrity, professionalism, personal discipline and impartiality.
• Excellent organizational skills.
• Ability to work on own initiative as well as a member of a team.
• Ability to work under political and time pressure, and meet deadlines.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.