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

Organizational Context

Ship to Shore Rights South-East Asia: Safe migration for decent work in the blue economy (Ship to Shore Rights in the Blue Economy) is a regional initiative between the European Union (EU) and the United Nations (UN). It is implemented by the ILO in collaboration with IOM and FAO, with the overriding objective to promote safe labour migration and decent work for a sustainable fish and seafood supply chain, including primary production (capture fishers and aquaculture) and post-harvest processing in South-East Asia. The project will promote gender-responsive labour migration laws, policies, practices and services that address the characteristics of work in the blue economy. It will support the organization and representation of migrant workers. It will address the legal, policy and institutional gaps and barriers faced by migrant workers in these sectors, including in the protection of fundamental principles and rights at work, as well as enhance their access to safe, orderly, and regular migration by addressing exploitation, forced labour and trafficking. To prevent labour exploitation, child labour, and human trafficking for forced labour, communities will be mobilized and service providers will be supported to provide coordinated services. Ship to Shore Rights in the Blue Economy will work in close cooperation with governments, social partners and civil society to achieve the project objectives. The activities shall be carried out at the regional level in ASEAN, as well as in the target countries of Cambodia, Indonesia, Malaysia, Myanmar, the Philippines and Thailand. The Project Finance and Administrative Assistant will be responsible for the administration and finances of the project in Thailand and ensuring project financial transactions are in compliance with ILO rules and regulations. The incumbent will work closely with the National Project Coordinator to provide financial, administrative, and logistical support to ensure the effective implementation of the project in Thailand. Reporting lines The Finance and Administrative Assistant will work under the day-to-day supervision of the National Project Coordinator, and the regional Senior Project Finance and Administrative Assistant in Bangkok. The project Chief Technical Advisor (CTA) will provide overall supervision. The incumbent will work also work under the administrative supervision of the Regional Director of the ILO Regional Office for Asia and the Pacific.

Job Purpose

Ship to Shore Rights South-East Asia: Safe migration for decent work in the blue economy (Ship to Shore Rights in the Blue Economy) is a regional initiative between the European Union (EU) and the United Nations (UN). It is implemented by the ILO in collaboration with IOM and FAO, with the overriding objective to promote safe labour migration and decent work for a sustainable fish and seafood supply chain, including primary production (capture fishers and aquaculture) and post-harvest processing in South-East Asia. The project will promote gender-responsive labour migration laws, policies, practices and services that address the characteristics of work in the blue economy. It will support the organization and representation of migrant workers. It will address the legal, policy and institutional gaps and barriers faced by migrant workers in these sectors, including in the protection of fundamental principles and rights at work, as well as enhance their access to safe, orderly, and regular migration by addressing exploitation, forced labour and trafficking. To prevent labour exploitation, child labour, and human trafficking for forced labour, communities will be mobilized and service providers will be supported to provide coordinated services. Ship to Shore Rights in the Blue Economy will work in close cooperation with governments, social partners and civil society to achieve the project objectives. The activities shall be carried out at the regional level in ASEAN, as well as in the target countries of Cambodia, Indonesia, Malaysia, Myanmar, the Philippines and Thailand. The Project Finance and Administrative Assistant will be responsible for the administration and finances of the project in Thailand and ensuring project financial transactions are in compliance with ILO rules and regulations. The incumbent will work closely with the National Project Coordinator to provide financial, administrative, and logistical support to ensure the effective implementation of the project in Thailand. Reporting lines The Finance and Administrative Assistant will work under the day-to-day supervision of the National Project Coordinator, and the regional Senior Project Finance and Administrative Assistant in Bangkok. The project Chief Technical Advisor (CTA) will provide overall supervision. The incumbent will work also work under the administrative supervision of the Regional Director of the ILO Regional Office for Asia and the Pacific. - 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.

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.

Work Experience

At least five years of progressively responsible financial and administrative work.

Skills

- 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, and 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.

Explore related opportunities