Finance and Administrative Assistant, Ship to Shore Rights South East Asia in the Blue Economy

The Finance and Administrative Assistant will be responsible for the administration and finances of the Ship to Shore Rights South-East Asia project in Thailand, ensuring compliance with ILO rules and regulations. The role involves providing financial, administrative, and logistical support to ensure effective project implementation in Thailand.

Responsibilities

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
• Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, implementing partners, consultants and counterparts.
• Draw the attention of concerned officials to matters requiring immediate attention.
• Review and verify financial and progress reports of project implementing partners or other project partners, ensuring accuracy of calculations, completeness of supporting documents, and compliance with ILO rules before submitting to the Finance Unit.
• Liaise and correspond with stakeholders to seek additional information or documentation.
• Classify and assign budget codes in accordance with the project documentation, verify and process claims for payment, check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance by preparing Minute Sheets, justifications, budgets and other relevant documents.
• Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
• Liaise with project partners to ensure accuracy of information and completeness of documentation.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Provide administrative and logistical support in the preparation and running of project workshops and meetings, missions, event, and other project activities.
• Participate in the capacity building of stakeholders in relation to financial reporting to the ILO.
• Undertake missions to project sites and perform other relevant duties as assigned.

Requirements

• Completion of secondary school education.
• Formal training in accounting and/or finance and administrative field would be an asset.
• At least five years of progressively responsible financial and administrative work.
• Excellent knowledge of the Thai and English languages.
• Knowledge and understanding of a 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 numerical analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (particularly EXCEL, Microsoft Word, PowerPoint, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to work under pressure, determine efficient workflows, and prioritize tasks.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Skills

• Financial Reporting
• Accounting
• Administrative Procedures
• Filing System Management
• Numerical Analysis
• Confidentiality Management
• Ethical Conduct
• Excel
• MS Word
• Power Point
• Adobe Acrobat
• IRIS Software
• Correspondence Evaluation
• Workflow Prioritization
• Task Prioritization
• Oral Communication
• Written Communication
• Organizational Skills
• Multicultural Sensitivity
• Gender-sensitive Behaviour

Languages

Thai, English