Finance and Administrative Assistant, ILO/Korea Partnership Programme

Organizational Context

The International Labour Organization (ILO) and the Ministry of Employment and Labour of the Government of the Republic of Korea (MOEL-ROK) signed, on 1 October 2003, a Memorandum of Understanding (MOU) to strengthen partnership and technical cooperation for the promotion of Decent Work. An ILO-Korea Partnership Programme for Technical Cooperation has been set up through a process of consultations between the two parties. The Programme, financed annually by MOEL-ROK, focuses on optimizing ILO expertise and added value from the design stage to the implementation to support Decent Work Country Programmes (DWCP) and regional priorities. Reporting lines The position will be reporting to Chief Technical Advisor, ILO-Korea Partnership Programme, in the ILO Regional Office for Asia and the Pacific

Job Purpose

The International Labour Organization (ILO) and the Ministry of Employment and Labour of the Government of the Republic of Korea (MOEL-ROK) signed, on 1 October 2003, a Memorandum of Understanding (MOU) to strengthen partnership and technical cooperation for the promotion of Decent Work. An ILO-Korea Partnership Programme for Technical Cooperation has been set up through a process of consultations between the two parties. The Programme, financed annually by MOEL-ROK, focuses on optimizing ILO expertise and added value from the design stage to the implementation to support Decent Work Country Programmes (DWCP) and regional priorities. Reporting lines The position will be reporting to Chief Technical Advisor, ILO-Korea Partnership Programme, in 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. - 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. - Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the National Project Coordinator and, where necessary the Senior Programme Officer / Project Coordinator, to matters requiring immediate attention. - Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the 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, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. - Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices. - Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons. - Calculate and compile cost estimates, and participate in budget analysis and projections as required by the CTA. - Provide support, when necessary, in the preparation and running of project workshops and meetings. - Perform other duties as assigned by the supervisor

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. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. - Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the National Project Coordinator and, where necessary the Senior Programme Officer / Project Coordinator, to matters requiring immediate attention. - Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the 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, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. - Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices. - Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons. - Calculate and compile cost estimates, and participate in budget analysis and projections as required by the CTA. - Provide support, when necessary, in the preparation and running of project workshops and meetings. - Perform other duties as assigned by the supervisor

Work Experience

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).

Skills

- 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.

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