Administrative and Finance Assistant

Grade: G5

Vacancy no.: DC/JAKARTA/GS/2024/03 Publication date: 01 March 2024 Application deadline (midnight local time): 14 March 2024

Job ID: 11688 Department: RO-Asia and the Pacific Organization Unit: CO-Jakarta Location: Jakarta Contract type: Fixed Term

Contract duration: One year, with possibility of extension based on performance and budget availability

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

Introduction

With the aim to achieving the goal of decent work for all in Indonesia, the ILO in Indonesia, in cooperation with its partners (in particular the Ministry of Manpower, and the representative employers' and workers' organizations), implements the Decent Work Country Programme (DWCP) for Indonesia. The DWCP has the following three priority areas: Priority 1 (Effective social dialogue that promotes sustainable business and workers’ welfare), Priority 2 (Job creation and youth employment), and Priority 3 (Enhancing protection for vulnerable groups of workers). The DWCP is an integral part of the United Nations Sustainable Development Cooperation Framework (UNSDCF) for Indonesia.

The ILO Indonesia intends to implement the project “Improving OSH and social conditions for women and men in coffee farmer communities in Vietnam and Indonesia - A Vision Zero Fund (VZF) Project”. The project aims to improve workplace safety and health, labour law compliance, social protection and gender equality in the coffee supply chains in Vietnam and Indonesia. It is funded by the ILO Vision Zero Fund and Nestlé. End beneficiaries include coffee smallholder farms and collectors. The regional focus of project activities in Indonesia are key coffee growing areas in South Sumatra. The project also aims to strengthen coffee supply chain sustainability and farmers’ livelihoods.

The Administrative and Finance Assistant position will support project implementation through handling daily admin and finance-related tasks. The position is based in Jakarta, Indonesia, under the responsibility of the ILO Office for Indonesia and Timor Leste (CO-Jakarta). The incumbent will be required to maintain a close working relationship with the ILO Regional Office for Asia-Pacific and the VZF Global Team in ILO Headquarters as well as other projects and units of the ILO in Jakarta, as needed.

Reporting Lines

The Administrative and Finance Assistant will work under the direct supervision of the Chief Technical Advisor of the project, based in Jakarta. She/he will also coordinate with and receive guidance from the National Project Officer of the project and other colleagues in the ILO Jakarta Office who support the project.

Description of Duties

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

2. 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.

3. 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 Programme Officer and, where necessary, to matters requiring immediate attention.

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

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

6. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to missions and payments, entitlements, travel claims, and other requirements relating to accounts and finance.

.

7. Participate in setting up and implementing the project communication strategy.

8. Organize meetings, project activities/events, seminars and or workshop (online and off-line) and prepare and ensure accurate statement of expenditures of the events.

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

10. Calculate and compile cost estimates and participate in budget analysis and projections as required by the CTA and National Programme Officer.

11. Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced by the Project.

12. Consult with Finance Unit and project team in Jakarta Office on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.

13. Perform other duties as assigned by the supervisor.

Required qualifications

Education

The Administrative and Finance Assistant will work under the direct supervision of the Chief Technical Advisor of the project, based in Jakarta. She/he will also coordinate with and receive guidance from the National Project Officer of the project and other colleagues in the ILO Jakarta Office who support the project.

Experience

Five years of progressively responsible financial and administrative work, of which at least two years in project support activities. Previous experience in working for an UN agency would be an advantage.

Languages

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

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Good analytical skills. Ability to reason and make sound judgements.
• 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 (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to procure services from other work units inside or outside the office for implementation of project activities.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Good organizational skills.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.