Finance and Administrative Assistant, ILO/Korea Partnership Programme

The Finance and Administrative Assistant supports the ILO-Korea Partnership Programme by maintaining project financial records, processing contracts and payments, and providing administrative and financial backstopping to project staff and consultants. The role involves ensuring compliance with ILO financial rules, preparing reports, and assisting in budget analysis and project workshops.

Responsibilities

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Process contracts for financial clearance and payment ensuring correctness and appropriateness of contract types and supporting documents.
• Prepare correspondence to verify data, address queries and follow-up with project and ILO staff, consultants and counterparts.
• Review and request additional information on financial reports of project implementing partners ensuring compliance with ILO rules before submission to Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping and guidance for project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with Finance Unit and project team on rules, regulations and procedures and inform project staff, partners, consultants, interns of new or revised procedures and practices.
• Prepare recurring and special reports for donor reporting, budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and projections as required by the Chief Technical Advisor.
• Provide support in preparation and running of project workshops and meetings when necessary.
• Perform other duties as assigned by the supervisor.

Requirements

• Completion of secondary school education.
• At least five years’ experience in general office management and clerical support work.
• Similar experience with the United Nations Common System or an international organization is desirable.
• Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint).
• Excellent knowledge of English and Thai.
• 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 multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Skills

• Office Management
• Clerical Support
• United Nations Common System
• MS Word
• MS Excel
• Power Point
• Adobe Acrobat
• Management Information Systems
• Administrative Document Preparation
• Filing Systems Organization
• Drafting Correspondence
• Financial Record Keeping
• Contract processing
• Payment Processing
• Budget Analysis
• Report Preparation
• Customer Service
• Multicultural Work Environment
• Gender Equality Awareness

Languages

English, Thai