Administrative Assistant, UKPFSEA (Skills for Prosperity Southeast Asia)

In 2015, the Department for International Development announced the Cross-Government Prosperity Fund to support the UN Sustainable Development Goals as well as the 2015 UK Aid Strategy by promoting growth and prosperity in developing countries.  The Cross-Government Prosperity Fund’s focus is on Official Development Assistance (ODA)-eligible middle income-countries and provide expertise and technical assistance in sectors and countries where there is the highest potential for inclusive growth. 

The UK Prosperity Fund for Skills Programme in South East Asia (Skills for Prosperity Southeast Asia) Programme falls under the Cross-Government Prosperity Fund’s Global Skills Programme where ODA is granted to support middle income countries to address skills shortages.  The Global Skills Programme takes a partnership approach and draws on UK expertise to promote sustainable and inclusive growth by improving the affordability, quality, relevance and equity of Higher Education (HE) and Technical Vocational Education and Training (TVET) in the partner countries. 

The Skills for Prosperity Southeast Asia Programme is implemented by the ILO, led by the Regional Office for Asia and the Pacific (ROAP) and the Decent Work Technical Support Team for East and Southeast Asia and the Pacific (DWT-Bangkok).  The programme aims to increase national capacity to achieve sustained inclusive growth through the enhancement of skills development and technical and vocational education training (TVET) systems.  These systems will offer relevant, quality and inclusive programmes that support both industry upgrading and transformation, and improvements in employability, employment and the livelihood opportunities of beneficiaries.  The programme targets three middle-income countries in Southeast Asia: Malaysia, Indonesia and the Philippines.  Across all countries, the programme will support national efforts to facilitate reform at the policy and system levels for broad national impact and sustainability.  At the same time, it will ensure impact at the individual level by contributing to poverty reduction and address inequality.  In short, the project combines interventions at the upstream level (e.g. policy and structure) and the downstream level (training delivery, certification and employment facilitation).  The intended impact is the increased capacity for inclusive growth in Malaysia, Indonesia and the Philippines due to more productive and equitable skills systems and TVET systems, improving employability, employment opportunities and the livelihoods for the beneficiaries.

The position is located in Bangkok, Thailand in the project unit of ROAP.  As a team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of the project implementation activities, including through the use of the enterprise resource planning (ERP) system.  The incumbent performs at a fully operational level and in an efficient, effective and client oriented manner.  The incumbent applies the principles of results based management and ensures the correct application of established rules, regulations, policies and procedures and guidelines.

Reporting lines:
 
The incumbent works under the supervision of the Regional Techncial and Programme Coordinator and will receive guidance and support from the Skills & Employability Specialist (DWT-Bangkok) and other relevant technical specialists.  Supervision received is focused on the timeliness of process execution and the quality of outputs.  Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.
 
The incumbent will work in close collaboration with the colleagues of the Skills for Prosperity Southeast Asia Programme based in Indonesia, Malaysia, Philippines and Thailand and advisors/consultants of the Global Britain Education and Skills Hub and the donor.

1. Assist with the planning and preparatory work of the project.  Monitor status of project and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies and procedures and guidelines.  Monitor the status of the project outcomes and deliverables and inform the supervisor of any discrepancies.
 

2. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent of the ILO’s programme and the project’s implementation, including on budgets, staffing levels and structure of the project, and other related topics or issues.
 

3. Input complete data and process administrative actions on project delivery in the enterprise resource planning (ERP) system.  Based on information in the ERP system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. 

4. Maintain project financial records and monitoring system to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
 

5. 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 document are attached.

6. Follow-up on administrative matters, including the timely submission of terms of reference for external collaborators, confirmation of funds and other administrative actions.

7. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants and counterparts.  Draw the attention of the Regional Technical and Programme Coordinator and/or DWT-Bangkok Skills & Employability Specialist to matters requiring immediate attention.

8. Review and request additional information on the financial reports of partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.

9. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

10. 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.

11. 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.

12. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.

13. Calculate and compile cost estimates, and participate in budget analysis and projects as required.

14. Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

15. Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.

16. Undertake other duties as required.

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

At least five years of progressively responsible financial and administrative work, and some training in administrative field.  Familiarity with UN administrative and financial procedures constitutes and advantage.

Excellent command of English, ability to draft report in English.  Good knowledge of the local language.

-Knowledge and understanding of a 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 analytical skills.  Ability to reason and make sound judgments.

-Ability to maintain financial records and prepare clerical accounting reports and statements.

-Must demonstrate responsible behaviour and attention to detail.

-Ability to deal with confidential matters with discretion.

-Must display high standards of ethical conduct.

-Proficient in basic computer software (MS Word, PowerPoint, Excel, Adobe Reader).

-Ability to evaluate correspondence and inquiries for best course of action.

-Ability to respond to work related inquiries in an appropriate manner.

-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 initiatives as well as a member of a team.

-Organizational skills.

-Ability to clarify information.

-Ability to deal with people with tact and diplomacy.

-Ability to work in multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.

Starting salary:             THB 717,305 per annum
Allowances & benefits: Affiliation to the United Nations Joint Staff Pension Fund
                                     Affiliation to the ILO-ITU Staff Health Insurance Fund
                                     Dependants’ allowance
                                     30 working days of annual leave