ILO Vacany Notice no.2016-004: Admin and Finance Assistant (GS-5), Better Work Indonesia, Jakarta
Dear All,ILO is looking for a suitable candidate for the position of Admin and Finance Assistant. More detail are as follows:
Vacancy No: | JAKARTA/2016/ 004 | Date: | 02 March 2016 |
Position title: | Admin and Finance Assistant |
Deadline for application: | 15 March 2016 |
Project title: | ILO Better Work Indonesia | Organization unit: | CO-Jakarta |
Grade: | GS-5 | Duty Station: | Jakarta |
Contract type: |
Fixed Term |
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Duration: | One year contract, renewable subject to funding |
Expected starting date: | 01 June 2016 |
For any questions related to this post, please contact:- Ms Hermawaty Misnan, Admin/ HR Assistant, [email protected]
Background
Better Work is a unique
partnership program between the International Labour Organization (ILO) and the
International Finance Corporation (IFC). Launched in February 2007, it aims to
improve compliance with labour standards and competitiveness in global supply
chains. Better Work involves the development of both global tools and country
level projects. The focus is on developing scalable and sustainable solutions,
which build cooperation between government, employer and worker organizations,
and international buyers.Improving compliance with labour
standards in global supply chains is an important part of a pro-poor
development strategy. Ensuring workers’ rights and entitlements are protected helps to
distribute the benefits of trade. Better Work supports enterprises in
implementing the ILO core international labour standards and national labour
law. This helps enterprises compete in global markets where many buyers demand
compliance with labour standards from their suppliers. Improved labour standard
compliance also helps enterprises be more competitive through higher
productivity and quality. These benefits help build the business case and
supplier support for improved labour standard compliance.In 2011 the Better Work Indonesia
country program became operational with a view to making its services available
to enterprises in the garments and footwear sector of Indonesia. By February
2016, the program worked with 151 enterprises. For more
information see www.betterwork.orgFunctionThe position’s main function is the implementation of ILO
financial and administrative procedures and management of accounts so as to
enable timely and accountable planning, implementation, monitoring and
reporting of project activities. S/he will work closely with relevant staff in
the ILO Jakarta office on all programming, operational and financial aspects of
the project to assist coordination and assist facilitation of the highest
technical integrity of the project outputs, as identified in the project
document.
Supervision and Guidance
The position reports to the Better
Work Indonesia Chief Technical Advisor.Duties and Responsibilities:
- Responsible for
good maintenance of all project files
and records (including paper and electronic filing systems) for
administrative, financial, equipment, reporting and all other correspondence; - Search and select information and records in specified
format or on the basis of general instructions for use by others in preparing
reports, correspondence, technical papers,project plans and
general reference documents.Check
all project financial/progress reports, verify the accuracy of calculations and
the completeness of supporting documents, initiate correspondence to verify
data, answers queries
Provide administrative/logistic support
for capacity building activities, meetings, seminars and/or workshops at the
national and provincial level and prepare and ensure accurate Statement of
Expenditures of the events.
Liaise with the Foundation and other
implementing partners and service providers on the timely submission of
accurate relevant financial and other records required.- Assist the development of budget
reporting format for stakeholder receiving support from the project as well as
follow up with financial reporting from stakeholder receiving support from the
project; - Make disbursements from petty cash
fund. Maintain records of such disbursements and balance accounts as required;
Prepare the petty cash account report for approval by the project CTA.
Calculate and ensure
completeness/accuracy of travel expenses claims by all project staff, and
overtime claim for further transmission to ILO for settlement.- Calculate and compile cost estimates and
projected budget requirements and assist in the preparation of project budget,
budget revisions/budget rephasing; - Maintain contact with local banks to
clarify questions pertaining to project bank account. - Procure
project supplies and arrange for control of distribution and maintenance of
appropriate inventory records. - Prepare
letters of agreement, service contracts and external collaborator contracts. - Arrange
appointments, receive visitors, organize meetings and local travel
arrangements. - Clear
outgoing correspondence for accuracy and conformity with established procedures
before sending out, take follow-up action as required, - Assist
in processing requests for visas, identity cards, and other necessary
administrative documents for project staff and incoming missions. - Support
the development and reproduction of communications and promotional products and
materials and arrange delivery of publications as required. - Perform
other duties as may be required.
Education – Diploma from a secretarial and
administration academy or college with formal training in accounting and/or
finance.Experience – At least five years of general
administrative, accounting and clerical experience. Prior experience with
ILO/UN administrative and financial procedures and requirements is an
advantage.Nationality – IndonesianLanguages –
Excellent knowledge of English and Indonesian.
Remuneration – General
Service Level 5 of the UN common remuneration system and/or commensurate with
the qualifications and competency of the selected candidate.Competencies
Good
knowledge of the financial and administrative principles and practices.
Good
administrative skills to provide administrative support.
Knowledge
of accounting and finance procedures and ability to maintain financial records
and prepare clerical reports and statements accurately.
Good
communication skills, both written and verbal, in English and Bahasa Indonesia.
Demonstrated
ability to plan, manage, monitor and evaluate project administrative and
finance requirements and expenditure.
Demonstrated
ability to liaise with government and social partners at national and local
level.
Ability
to work in a team and good interpersonal skills.
Familiarity
with project sectors.
Attention
to meticulous and timely task execution and delivery.- Shares knowledge – Shares important or relevant knowledge and
information formally or informally; promotes knowledge transfer.
Application –Qualified women and men are encouraged to apply. Only qualified
candidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV and
3 references to: INTERNATIONAL LABOUR OFFICEEmail : [email protected]Only qualified candidates will be notified. The ILO promotes opportunities for women
and men to obtain decent and productive employment in conditions of freedom,
equity, security and human dignity