Vacancy No.JAKARTA/2016/01 : Finance/ Admin Assistant, PROMOTE PRoject, ILO Jakarta Office

Dear All,ILO is looking for a suitable candidate for the post of Finance/ Admin Assistant. More details are shown below:

Vacancy No: JAKARTA/ 2016/01 Date:  25 January 2016
Position title:  Finance/Admin Assistant Deadline for
 8 February 2016
Project title:  PROMOTE Organization unit:  CO ILO Jakarta
Grade:  GS-5 Duty Station:   Jakarta
Contract type:  ST    
Duration:  Till June 2016, with possibility of extension subject to confirmation
of funding
starting date:
  1 March 2016

For any questions
related to this post, please contact
:   –    Ms. Hermawaty
Misnan,   Admin Assistant, ILO CO  Jakarta –  [email protected] A.  BackgroundThe International Labour Organization (ILO) is a
specialised UN agency with a tripartite structure encompassing representatives
from government, employers, and workers. This makes the ILO a unique forum in
which the governments and the social partners of the economy can freely and
openly debate and elaborate labour standards and policies. The Jakarta
office of the ILO undertakes a diverse programme of activities and projects for
and Timor Leste related to issues such as employment, labour rights and
standards, social protection and skills development. The main counterparts are
the ILO constituents, the Ministry of Manpower and Transmigration, the labour
unions and the employers’ organization, as well as a range of other partners in
government and civil society.The International Program on the Elimination of
Child Labour (IPEC) is a specialist programme of the ILO, which is operational
in 70 countries worldwide.  Its objective
is the effective abolition of child labour, assisting member States and social
partner constituents in designing and implementing policies and programs to
prevent and eliminate child labour in accordance with international labour
standards, including an urgent focus on the elimination of the worst forms of
child labour. The ILO Country Office for Indonesia is implementing the project “Reducing Child Domestic Work by Promoting
Decent Work for Domestic Workers”. Focusing on Indonesia, the project aims to
reduce child domestic work by building the capacity of Domestic Workers
Organizations, so that they are better equipped to i) Advocate for increased
legal protection and enforcement for domestic workers and child domestic
workers in particular; ii) Empower domestic workers to improve their working
and living conditions; iii) create and expand mechanisms for reporting illegal
cases of exploitation to the relevant authorities, and iv) raise awareness of

issues relating to domestic work and child domestic work.2. The PositionTo support
implementation of this project, the ILO is hiring one Finance and
Administrative Assistant. The incumbent will be based in
Jakarta, and will report to Project Director in Jakarta.   Under the direct supervision of the Project
Director and general guidance of the National Project Officers, the Finance and
Administrative Assistant will be responsible for all aspects of the finance,
personnel and administration of the project. Specific
Duties and Responsibilities

  1. Maintain project financial records and monitoring systems to record and reconcile project expenditures,  payments, statements, reports 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. Make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required; Prepare the project petty cash accounts for approval by the  supervisor;
  4. Calculate and ensure completeness/accuracy of travel expenses claims by all project staff, and overtime claim for further transmission to ILO for settlement;
  5. Calculate cost estimates and monitor projected budget and expenditures.  Prepare project budget  revisions/budget rephrasing when required and submit to the senior team members for approval;
  6. Maintain contact with local banks to clarify questions pertaining to project bank account; responsible for procurement process, i.e. project supplies and equipment’s.   Arrange for control of distribution and establish/maintain appropriate inventory records.
  7. Provide administrative/logistic support for capacity building,  meetings, seminars and/or workshop and  prepare and ensure accurate Statement of Expenditures of  the events
  8. 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;
  9. Establish and maintain project information systems (including paper and electronic filing systems) for administrative, financial, equipment, reporting and all other correspondence;
  10. Draft Letters of Agreement, Service contracts and external collaborator contracts 
  11. Arrange appointments, receive visitors, organize meetings and  local travel arrangements for  project staff
  12. Clear outgoing correspondence for accuracy and conformity with established procedures before sending out, take follow-up action as required,
  13. Responsible for processing requests for visas, identity cards, and other necessary administrative documents for ILO experts  and  project incoming missions
  14. Perform other duties as may be required

C. Experience and
Experience:   At least five years of experience  in administrative and finance-related work.
Previous work experience in  the
UN/international organizations  will be
considered an advantage.Education

Completion of tertiary school education, supplemented by a
finance/administration diploma is the minimum requirement.Competence:Key
knowledge of the financial and administrative principles and practices. 2.      
administrative skills to provide administrative support. 3.      
of accounting and finance procedures and ability to maintain financial records
and prepare clerical reports and statements accurately. 4.      
of in-house procedures for the preparation of documents and administrative
forms, and for the use of filing systems will be considered an advantage. 5.      
to work Microsoft Office programmes (Word, Excel, PowerPoint, E-mail) required
for work. 6.      
to prepare preliminary reports and to draft correspondence. 7.      
to deal with a range of staff and to respond to their queries. Personal attributes1.       Ability to effectively
provide related support services to partner communities, government agencies,
and institutions2.       Ability to reason and
make sound judgments3.       Ability to organize
own work4.       Ability to work on
own initiative and as member of a team5.      
to work under pressure6.       Ability to work and
communicate with people in a polite, gender-sensitive, courteous and
cooperative manner and address colleagues, visitors and partners with tact and
diplomacy7.       Must demonstrate a

high standard of ethical conduct (honesty, integrity and loyalty to the
Organization), and a high level of commitment to his/her job, 8.      
demonstrate responsible behaviour and attention to detail9.       Shares knowledge – Shares important or relevant knowledge and
information formally or informally; promotes knowledge transfer.D.  Nationality 

Indonesian.  E.  Languages – Must be fluent in both spoken and
written English and Bahasa Indonesia.F.  RemunerationGeneral
Service Level 5 of the UN common remuneration system and/or commensurate with
the qualifications and competency of the selected candidate.G.  Written Examination and
Prospective candidates will be required to sit a written examination and
take part in an interview.H.  ApplicationQualified women and men are encouraged to apply.   Only qualified candidates will be
notified.  Please submit application indicating
the Vacancy Announcement Number
along with CV, 3 references and other
supporting documents to:  INTERNATIONAL LABOUR
Email : [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

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