Senior Administrative and Finance Assistant - G7 (ENHANCE)

To achieve the goal of decent work for all in Viet Nam, the ILO Country Office supports the Vietnam Decent Work Country Programme (DWCP) with three priority areas: Labour Market Governance; Social Protection; and Employment and Sustainable Enterprise Development. In the  implementation  of the DWCP, the ILO Office works in close partnership with the Government of Viet Nam, in particular its technical line ministry, the Ministry of Labour, Invalids and Social Affairs (MOLISA) and its social partners, the employers' and workers' organizations. The Vietnam DWCP is an integral part of the One UN Plan.

The International Programme on the Elimination of Child Labour (IPEC) under the Fundamental Principles and Rights at Work Branch of the International Labour Organization is operational in over 90 countries worldwide and has the long-term objective of the effective abolition of child labour. In the short and medium term, the programme aims at assisting member States in designing and implementing policies and programmes which help them combat the worst forms of child labour. IPEC also aims at heightening the awareness of member States and the international community on the problem of child labour and assists them in implementing the relevant international labour conventions. 

IPEC is implemented through national, sub regional and regional programmes which include activities such as technical advisory services; direct action for the withdrawal, prevention and protection of working children; institution building; training, advocacy and the collection of and dissemination of information and research.

In partnership with MOLISA as the key Government of Viet Nam partner, and its Bureau of Child Protection and Care as implementing focal point, the project “Enhancing National Capacity to Prevent and Reduce Child Labour in Viet Nam” will engage with a wide range of government, social partners and civil society in its implementation. The Project’s overall development objective is to build a comprehensive and efficient multi-stakeholder response for the prevention and reduction of child labour in Viet Nam.  Placing capacity building for sustainable solutions at the heart of its interventions, the Project will deliver interventions under three mutually reinforcing components to achieve the following immediate objectives:

• Increased capacity of national institutions and stakeholders to identify, monitor and respond to child labour, as part of the promotion of international labour standards.
• Raised awareness of child labour, the associated hazards and prohibitions against it among all levels of society.
• Implemented and documented direct intervention models for preventing and withdrawing child labour in selected geographical areas and sectors.

The Senior Administrative and Finance Assistant will report to the National Project Manager (NPM) and will work in close collaboration with the project team, programme unit, Operations Unit, and other projects of the Country Office as required. Under the supervision of the NPM, the incumbent will perform project assistant tasks. The work is carried out within the rules and regulations of the ILO and close working contacts are maintained with the Regional Office for Asia and the Pacific and with ILO Headquarters as and when required.

Administrative tasks:

1. Analyze and maintain an overview of the work of the project to ensure that timely administrative support is provided in general and particular areas.

2. Brief Project staff on general administrative matters, provide advice and ensure administrative support as required.

3. Arrange for and attend meetings on administrative matters. Participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow up action.

4. Prepare, on own initiative, correspondence, special reports, notes, evaluations and justifications on general administrative or other related tasks that may be of a confidential nature. Attach necessary background information, maintain follow-up system, and draw the attention of the supervisors to matters requiring immediate and/or personal attention.

5. Search for and prepare administrative related briefing materials for the supervisor for use on official trips, special meetings and for action. Collect, solicit and coordinate briefing materials for the supervisor’s missions and meetings, ensuring that submission timetables are adhered to. Select and make pertinent abstracts and undertake searches for information.

6. Coordinate and supervise activities related to administrative services of the project. Brief and train new project junior administrative/finance staff, review and evaluate the work of lower level administrative and/or other support staff, and provide guidance on administrative procedures.

(see additional duties in section below)

7. Participate in, and supervise, a variety of tasks such as:

• the maintenance of ledgers and accounting records of the Project;
• the calculation and payment of travel claims and other payments to staff, experts, consultants, vendors and other claimants;
• the maintenance of cash books and the control of disbursements;
• the calculation of cost estimates for meetings, workshops, seminars, study tours and prepare the necessary contracts (POs for Service Contracts and External collaboration contracts) accordingly (contract, copies, Contract Routing Slip…)
• the liaison with Finance Unit to finalise contracts and get approval from the Director
• the preparation of advance, intermediary and final payments for the above-mentioned contracts
• the checking of Expenditure Reports submitted by the implementing agencies
• the maintenance of project financial transactions and reporting systems in accordance with the ILO financial rules and regulations.
• the ensuring of procurement of goods or materials needed by the project
• the preparation of financial data;

8. Provide reports on financial status, procedures, exchange rates, costs and expenditures, and potential funding problems to higher-level officers.

9. Supervise and train lower level staff, and evaluate their work.

10. Perform other duties as assigned by the supervisor or the officer-in-charge.

Completion of secondary school education plus formal training in administrative and accounting and/or finance from a recognized commercial school or equivalent.

Seven years of progressively responsible work in administration, financial and training in several administrative fields.

Excellent knowledge of one or two working languages of the duty station and/or organization.

Proven ability to use word processing software and email. Ability to use other software packages required by the work unit. Ability to operate adding and calculating machines. Ability to work with word processing and spreadsheet software, as well as computer software packages required for work. Good drafting skills, and demonstrated ability to prepare reports. In-depth knowledge of financial rules and regulations, and accounting principles, practices and procedures. Good management and supervisory skills. Thorough knowledge of modern office procedures. Thorough knowledge of in-house procedures for the preparation of documents and administrative & financial forms, and for the creation and maintenance of filing systems. Good knowledge of protocol. Thorough knowledge of the work of the office, and the work carried out in other work units. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to work well with colleagues. Good organizational skills. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to search and retrieve information from databases and compile reports. Ability to deal with confidential and sensitive matters with discretion. Ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.Discernment. Excellent time management skills.