Back Administrative and Finance Assistant (G5)

Grade: G5

Vacancy no.: DC/JAKARTA/GS/2023/15
Publication date: 12 September 2023
Application deadline (midnight local time): 25 September 2023

Job ID: 11213
Department: RO-Asia and the Pacific
Organization Unit: CO-Jakarta
Location: Jakarta
Contract type: Special Short Term

Contract duration: 3 months (October - December 2023)

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 Administrative and Finance Assistant will be responsible for assisting the Social Protection Programme in implementing activities through administrative supports including coordination, accounting, budgeting, procurement and any other administrative supports. The Programme currently consists of two country components for Indonesia and Viet Nam, and a regional component. The Social Protection Programme in Jakarta is implementing the Indonesia component, and the regional component and the overall supervision and reporting of the entire programme.

  RAS/21/01/JPN: ILO-ROAP is implementing a project funded by the Ministry of Health, Labour and Welfare (MHLW), Japan, ‘Promoting and building social protection in Asia’. The project aims at providing technical assistance in the extension of social security to workers in informal employment, the design and implementation of unemployment insurance system in Indonesia and Viet Nam, and the creation of knowledge base on unemployment insurance in the Asian region

  For more information: https://www.social-protection.org/gimi/ShowProject.action?id=3118

  In order to ensure sustainability of ILO’s technical assistance, the Social Protection Programme will continue developing new projects under the Programme, which may add more administrative tasks and require multi-tasking skills in the future.

  Reporting Line

  The Administrative and Finance Assistant (GS-5) is responsible for assisting the Social Protection Programme team in executing procurement, finance, accounting and any other administrative matters. The Assistant will be supervised by the National Project Officer (a day-to-day supervisor) and be under the overall supervision of the Social Protection Programme Manager. The Social Protection Programme team will be a team of these three officials.

  Description of Duties

  1. Maintain project financial records and monitoring systems to record and reconcile project expenditures, payments, statements and other data as required.

  2. Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries.

  3. Prepare travel request/claim form for the team members and input the claims in the system.

  4. Estimate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget re-phasing.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  5. Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.

  6. Prepare Letters of Agreement, Service contracts and external collaborator contracts for approval of the Office;

  7. Check and verify financial reports submitted by the project implementing agencies and/or project partners.

  .

  8. Provide administrative/logistic support for capacity building, meetings, seminars and/or workshop and prepare and ensure accurate Statement of Expenditures of the events, and also mission of national and international consultants.

  9. Organize meetings, project activities/events and project missions as indicated in the project implementation plan and under the guidance of the Programme Manager.

  10. Prepare routine project correspondence including supporting documents to contracts and reports adhering to ILO requirements.

  11. Maintain follow-up system, and draw attention of the supervisor to matters requiring immediate and/or personal attention.

  12. Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the Programme.

  13. Launch and manage online registration forms for workshops and meetings and maintain the list of participants in a given format for reporting.

  14. Assist in managing a web platform, and communications.

  Required qualifications

  Education

  Completion of secondary school education, a finance/administration diploma will be an advantage

  Experience

  Minimum of five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

  Languages

  Excellent writing and speaking ability in English and Bahasa Indonesia.

  Competencies

• Knowledge of general office support and operational areas.
• Awareness of the nature of ILO programme and activities.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:
• Efficiency in providing administrative support for the organization of meetings and other events.
• Ability to search, retrieve and compile information from various sources.
• Ability to adapt quickly to new software and systems.
• Drafting skills.
• Analytical skills and attention to detail.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

  optional section (if needed)

  Advantages

• Ability to manage a web platform (e.g. HTML)
• Ability to coordinate and manage communication activities (i.e. coordinating photographers, visual materials, outputs through communication channels etc).
• Ability to use software to produce communication materials (e.g. InDesign, Photoshop etc.)

  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.