Finance and Administrative Assistant

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Description

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The incumbent will provide a range of financial and administrative support services, including administrative and office support, HR, finance, travel, and logistics, in accordance with established rules, regulations, policies, procedures, and guidelines. This will be done under the direct supervision of the Chief Technical Advisor of the ILO-Korea Partnership Program(I-KORP) and guidance from the Programme Officer of the I-KORP. The incumbent will work closely with the loaned officers from the Korea Workers’ Compensation and Welfare Service (KCOMWEL) and the Korea Occupational Safety and Health Agency (KOSHA). The incumbent will coordinate with Korea’s partner institutes, such as the Korea Labour and Employment Service (KLES), the Korea Research Institute for Vocational Education and Training (KRIVET), Korea Polytech, and other ILO specialists and experts.

Duties:

• Assist in the programme operation and administration of financial management of the project according to the ILO rules and procedures. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 
• Carry out administrative tasks and provide logistic secretarial support to the implementation and monitoring of project activities in a timely manner and take follow-up actions (consultants, nominations, logistic support, admin/finance, etc.)
• Liaise with concerned ministries, ILO constituents, implementing agencies and Korean partners for required supports. Assist in the tasks related to the I-KORP workshops, forums and study visits including the preparation of draft cost estimates by collecting necessary data on travel costs and allowance, monitoring the expenditures and follow-up to process the payments on a timely manner
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/ or  minutes at meetings. 
• Draft non-substantive correspondence on programme activities and reports related to programme activates in accordance to the ILO rules and procedure
• Translate brief documents and may act as interpreter. Support development and finalization of project publications and information materials and coordinate translation and printing. 
• 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, check payment vouchers, prices, and claims invoices, and provide administrative and financial backstopping and guidance for project staff and consultants regarding payments, entitlements, travel claims, and other requirements related 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.
• Make travel arrangements, including travel authorization, hotel reservation, arrangements of trave visas, security and other required clearances, and process requests for travel claims.
• In coordination with the Regional HR unit, assist international staff of the programme and his/her dependents by processing requests for visas, identify cards, driving licenses, and other necessary.
• Maintain relevant project information systems, coordinate information materials for dissemination, and timely update information on the IKORP homepage and corresponding documents, including photos and materials related to events, to ensure the visibility of the ILO-Korea. Maintain the ILO-Korea files and database for easy tracing.
• Perform other duties as assigned by the supervisor and Programme Officer.

Required qualifications:

Education:

• Completion of secondary school education with formal training in accounting and/or finance and administrative field.  

Experience:

• Five years of progressively responsible financial and administrative work, and some training in financial and administrative fields.

Languages:

• Excellent knowledge of the working language of the duty station and a good knowledge of English.

Source: https://jobs.ilo.org/job/Bangkok-Finance-and-Administrative-Assistant,-ILO-Korea-Partnership-Programme/1201186201/

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