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
    
 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.org
FunctionThe 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:

  1. 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;
  2. 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

  3. 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.

  4. Liaise with the Foundation and other
    implementing partners and service providers on the timely submission of
    accurate relevant financial and other records required.
  5. 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; 
  6. 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.

  7. Calculate and ensure
    completeness/accuracy of travel expenses claims by all project staff, and
    overtime claim for further transmission to ILO for settlement.
  8. Calculate and compile cost estimates and
    projected budget requirements and assist in the preparation of project budget,
    budget  revisions/budget rephasing;
  9. Maintain contact with local banks to
    clarify questions pertaining to project bank account.
  10. Procure
    project supplies and arrange for control of distribution and maintenance of
    appropriate inventory records.
  11. Prepare
    letters of agreement, service contracts and external collaborator contracts.
  12. Arrange
    appointments, receive visitors, organize meetings and local travel
    arrangements.
  13. Clear
    outgoing correspondence for accuracy and conformity with established procedures
    before sending out, take follow-up action as required,
  14. Assist
    in processing requests for visas, identity cards, and other necessary
    administrative documents for project staff and incoming missions.
  15. Support
    the development and reproduction of communications and promotional products and
    materials and arrange delivery of publications as required.
  16. 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


  1. Good
    knowledge of the financial and administrative principles and practices.

  2. Good
    administrative skills to provide administrative support.

  3. Knowledge
    of accounting and finance procedures and ability to maintain financial records
    and prepare clerical reports and statements accurately.

  4. Good
    communication skills, both written and verbal, in English and Bahasa Indonesia.

  5. Demonstrated
    ability to plan, manage, monitor and evaluate project administrative and
    finance requirements and expenditure.

  6. Demonstrated
    ability to liaise with government and social partners at national and local
    level.

  7. Ability
    to work in a team and good interpersonal skills.

  8. Familiarity
    with project sectors.

  9. Attention
    to meticulous and timely task execution and delivery.
  10. 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

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