Finance and Administrative Assistant

ILO - International Labour Organization

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Grade: G5

Vacancy no.: DC/JAKARTA/GS/2024/05 Publication date: 27 March 2024 Application deadline (midnight local time): 09 April 2024

Job ID: 11776 Department: RO-Asia and the Pacific Organization Unit: CO-Jakarta Location: Jakarta Contract type: Fixed Term

Contract duration: 2 years (possiblity of extension subject to performance and funds 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.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

The International Labour Organization (ILO) has embarked a new project called 'Strengthening Social Compliance in Indonesia's Palm Oil Sector.' The aim of this project is to enhance the implementation of social compliance systems that support acceptable work conditions and eradicate forced labor in the palm oil supply chains of Indonesia.

Workers in Indonesia’s palm oil sector endure a wide range of decent work deficits that include: limited access to fundamental rights at work, in particular the right to organize and bargain collectively, the right to a safe and healthy working environment, and to be free from discrimination at work; low wages; excessive working hours; violence and harassment, including sexual harassment; and inadequate social and labour protection. The prevalence of informality and unstable and temporary employment relationships that characterize the sector, along with other factors such as remote and isolated work and living environments, low literacy levels and lack of awareness and understanding about rights among workers, increase the risk of exploitation and forced labour. Furthermore, in rural areas, where plantations are located, law enforcement, labour inspection and compliance tend to be weak. Laws themselves could at times be inadequate in addressing some of the unique sectoral issues. The proliferation of certification programs, coupled with a lack of clarity regarding their principles and criteria, as well as a limited understanding of applicable laws and regulations, can exacerbate the compliance burdens placed on enterprises. Voluntary certification schemes that rely on third-party audits also risk becoming mere checklists, rather than catalysts for lasting organizational change in enterprises to ensure access to workers’ rights. Absence of the voice of the rights holders and of strong grievance redressal mechanisms could take away from the efficacy of audit-based certification schemes.

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To promote acceptable conditions of work and address forced labour risks in the Indonesian palm oil supply chain, the Project envisages technical interventions to support effective worker-driven social compliance systems. The project objective will be achieved through 4 outcomes: Outcome 1: Improved knowledge and actionable resources that can effectively support the establishment of worker-driven social compliance systems that promote workers’ access to labour rights, in particular fundamental principles and rights at work; Outcome 2. Strengthened capacity of palm oil enterprises to establish or improve a social compliance system to identify, prevent, mitigate, and account for labour violations and address indicators and incidents of forced labour and human trafficking; Outcome 3: Strengthened capacity of labour unions and workers in the sectors/sub-sectors of the palm oil supply chain to drive social compliance and advocate for and access their rights; Outcome 4: Social dialogues at national and regional levels focusing on worker-driven social compliance in the palm oil supply chain held.

The Finance and Administrative 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).

Reporting Line

The Finance and Administrative Assistant will work under the direct supervision of the National Project Coordinator of the project (NPC), based in Jakarta. She/he will also coordinate with and receive guidance from the National M&E 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, and administrative documents on own initiative to verify data, address and answer queries including follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the National Project Coordinator 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.

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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 NPC 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

Completion of secondary school education, supplemented by formal training in accounting and/or finance and admin-related fields.

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.

Added 18 days ago - Updated 5 days ago - Source: jobs.ilo.org