Administrative and Finance Assistant - G5

Introduction

Within the overall Safety + Health Flagship Programme, the ILO is implementing a Project funded by the US Department of Labor aimed at improving workers’ rights in the rural sectors of the Indo Pacific, with a focus on women, the Philippines and Indonesia. These economic sectors rely on millions of workers in rural communities. Many of these workers face dangerous and unhealthy working conditions along with weak labour protections. Women in particular represent a significant share of this workforce, yet their contribution to the rural economy is widely underestimated. Indeed, they are usually concentrated in the informal economy in low-skilled, low productivity, and low or unpaid jobs with long working hours.  For Indonesia,  the Project shall focus on fishing and the palm oil sectors.

In order to improve working conditions and occupational safety and health (OSH), and mainstream gender equality for workers in the fishing and palm oil sectors and and improve adherence to these labour standards, the project will be implementing  a multipronged, multi-stakeholder strategy that would leverage technical expertise from across the ILO. . A key feature of the work would be to promote tripartite social dialogue and collaboration to address decent work deficits in the rural economy – with an emphasis on OSH and gender equality. The strategy would pilot tools to raise awareness and build the capacity of workers, employers, their representatives and local authorities on OSH and gender equality in selected rural communities. In so doing it will support government and social partners to enhance national OSH systems as well as strengthen  sector-specific labour laws and labour inspection action for improved compliance and enforcement of OSH, labour standards and gender equality laws in rural communities and low or unpaid jobs with long working hours, especially in fishing and palm oil sectors.

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The Project’s key  outcomes are as follows:

• National and regional tripartite mechanisms of industry tripartite partners in (1) mainstreaming gender and sector specific labor issues in industry tripartite councils and (2) Occupational Safety and Health in line with ILO Convention No 187 are enhanced
• Enhanced and improved gender-responsiveness of government’s monitoring, enforcement and remediation on labor standards and OSH
• Mechanisms and structures that promote compliance to labour laws, gender, and OSH in the supply chain of rural sectors, pilot enterprises and their communities are enhanced 

This selection and recruitment is part of an ongoing project document and budget revision request/process for the Project, which would advance implementation in Indonesia. Therefore, the ILO will only be able to offer employment to the successful candidate should the ILO’s request for project and budget revision to advance implementation in Indonesia is approved.  Decision on the approval is expected by the end of June 2021. The chosen candidate is to start work within 45 days of the offer.

Reporting Lines

The Administrative and  Finance Assistant will work under the direct supervision of the National Project Coordinator  and under the general supervision of the Project Manager (in Manila) and the Director of ILO Jakarta. The Administrative and Finance Assistant is responsible for providing administrative and financial support to the project team

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 

2. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. 

3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the National Project Coordinator and, where necessary the Project Coordinator, to matters requiring immediate attention.

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4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit. 

5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

6. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to missions and  payments, entitlements, travel claims, and other requirements relating to accounts and finance.

7. Organize meetings, project activities/events, seminars and or workshop (online and off-line)  and prepare and ensure accurate statement of expenditures of the events

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8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons. 

9. Calculate and compile cost estimates, and participate in budget analysis and projections as required by the NPC and Project Manager. 

10. Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the Project.

11. Consult with Finance Unit and project team in Jakarta Office on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.

12.Perform other duties as assigned by the supervisor

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance and administrative field. 

Experience

Five years of progressively responsible financial and administrative work, and some training in an administrative field.

Languages

Excellent knowledge of Bahasa Indonesia and good knowledge of English.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to evaluate correspondence and inquiries for best course of action.

optional section (if needed)

• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.