Administrative and Finance Assistant (G5)

Introduction

Since its amendment in 2002, the Indonesian Constitution recognizes the right of all people to social security. Following the amendment, the government enacted the National Social Security Law (Law No. 40/2004) and the Social Security Service Providers Law (Law No. 24/ 2011) with the aim of extending social security coverage for the whole population in the areas of health, work injury, old age, and death of the breadwinner. The National Social Security Law follows a staircase approach with non-contributory schemes for the poorest people, contributory schemes (with nominal and subsidized contributions) for the self-employed and informal economy workers, and statutory social security schemes (with contributions set at a percentage of wages) for formal sector workers and their dependents.

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In 2014, social security schemes managed by four State-owned companies were consolidated to form two public social security administering bodies: BPJS Kesehatan (Health) and BPJS Ketenagakerjaan (Employment). The new BPJS Ketenagakerjaan (Employment) was launched on 1 July 2015, replacing the former PT Jamsostek, previously managing the private companies’ provident fund for old-age lump sum, employment injury benefit, and funeral benefit.

The President of Indonesia signed the Law Number 11 of 2020 concerning Job Creation on 3 November 2020. The law establishes the unemployment insurance (JKP) and assigns BPJS Employment to administer the scheme. It also mandates the government to provide eligible unemployed workers with cash benefits for up to 6 months, labour market information, and vocational training. The government requested the ILO for sustained technical assistance in this regard.

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Against this background, the ILO implements a social protection programme that currently consists of the following two projects.

ILO/Fast Retailing – Indonesia (IDN/19/02/FRU): ILO-Jakarta has been implementing a project funded by the Fast Retailing Co. Ltd., ‘Unemployment protection in Indonesia – Quality assistance for workers affected by labour adjustments’ (August 2019 – July 2021). The project aims at providing technical assistance in the policy, operational and legal design of unemployment insurance and related labour market policies, and capacity building and knowledge creation on unemployment protection and social protection in Indonesia.

ILO/Japan – Indonesia and Region (RAS/21/01/JPN): A project funded by the Ministry of Health, Labour and Welfare (MHLW), Japan, ‘Promoting and building social protection in Asia’ (March 2021 – February 2023). The project aims at providing technical assistance in the extension of social security to informal workers, the design and implementation of unemployment insurance system in Indonesia and Viet Nam, and the creation of a knowledge base on unemployment insurance in the Asian region.

Reporting Line

The incumbent will support the programme team on social protection in the ILO-Jakarta Office. The team tentatively consists of a technical staff on the subject, national project officers, and an admin and finance assistant. The team is backstopped by the Bangkok-based chief technical advisor and social protection specialists, and the Jakarta-based employment specialist. The work of the team may be funded by development cooperation projects and ILO’s own resources. The incumbent will report to the Jakarta-based programme manager and receive overall guidance from the Country Director of the ILO Jakarta office. Close collaboration with national project officers and other support staff members is expected.

The Administrative and Finance Assistant (G5) is responsible for providing administrative and financial support to the Programme team and will report to the Programme Manager - Social Protection.

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 authorization form for programme staff and input the claims in the system;

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

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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;

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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. Perform other duties as may be assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education, supplemented by a finance/ administration diploma.

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.

Languages

Excellent English and Bahasa Indonesia.

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. Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the use of filing systems will be considered an advantage.

optional section (if needed)

5. Ability to work Microsoft Office programmes (Word, Excel, PowerPoint, E-mail)   required for work;

6. Ability to prepare preliminary reports and to draft correspondence;

7. Ability to deal with a range of staff and to respond to their queries;

8. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-   discriminatory behaviour and attitudes.

Personal Attributes

1. Ability to organize own work;

2. Ability to take initiatives;

3. Ability to work as member of a team;

4. Ability to perform under pressure;

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5. Ability to work and communicate with all colleagues in a courteous and cooperative manner, address visitors and project partners with tact and diplomacy;

6. 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;

7. Must demonstrate responsible behaviour and attention to detail.