ILO Job Vacancy: Administrative and Finance Assistant, Jakarta - Indonesian

SCORE is a global programme implemented in six countries, Colombia, Ghana, South Africa, Indonesia, India and China. The approach of the project is to, on the micro level through service providers provide training, counselling to upgrade enterprise competitiveness through good workplace practices; on the macro level build the capacity among service providers and associations to deliver commercially viable upgrading services, on the macro level demonstrate that the approach is replicable on a national scale to other sectors and locations and on the meta level, finally, through mass media influence the behaviour of enterprise level practices. The project will work in sectors with high potential for employment creation. Focus will be on capacity building at the macro level rather than direct subsidies of enterprise training. A global component will coordinate the project and be responsible for knowledge sharing, global advocacy and introduction of the programme in new countries.  SCORE team in Indonesia consists of one Project Manager, one project Officer, one Admin and Finance Assistance and one admin clerk.

Duties and Responsibilities
The incumbent will provide administrative and financial support to SCORE project and will be under supervision and will report to the National Project Manager. 
  • Maintain project financial records and monitoring systems to record and check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answer queries.
  • Make travel arrangements, hotel reservation and prepare travel authorization forms for project staff as well as input the  settlement of travel claim in IRIS based on paper-claim submitted by project staff.
  • Prepare Letter of Agreement, External Collaboration contracts, Service Contracts and Subcontracts, in IRIS for the approval of supervisor.
  • Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate of project’s inventory records.
  • Maintain project information system (in both paper and electronic files) for all programmes, administrative, financial and technical records, including reports, inventories, brochures, in-coming and out-going communications and all other documents based on established ILO procedure; 
  • Calculate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget rephrasing.
  • Process and examine project budget information and make necessary summaries to monitor budget implementation in line with established ILO budgeting requirements
  • Code and record receipts and payments, verify the accuracy of calculations and the  completeness of supporting documents, and maintain a continuing status of allotments against obligations (including petty cash);
  • Arrange appointments and maintain the supervisor’s calendar; receive visitors; place and screen telephone calls and answer queries with discretion;
  • Provide secretarial and /or administrative support for capacity building, meetings, seminars and/or workshops and ensure accurate statement of expenditures of the seminars/workshops and also mission of national and international consultants.
  • Draft correspondence, faxes, memoranda and reports on administrative matters from verbal instructions; previous correspondence or other available information sources in accordance with standard office procedures.
  • Brief project’s team and consultants/sub contract on basic administration and financial procedures.
  • Assist in processing request for visas, identity cards and other necessary administrative documents for project staff and incoming mission.
  • Prepare informal translation of documentation related to communication correspondence and programme activities, contract awards and interpretation work; and
  • Perform other duties as assigned by the supervisor.
Education and experience
Completion of tertiary school education, supplemented by a finance/ administration diploma.
At least five years of experience in secretarial, administrative and finance-related work. Previous work experience with UN agencies /international organizations will be considered an advantage.

Required Competencies and Skills

Key Skills
  • Good knowledge of the financial and administrative principles and practices.
  • Good administrative skills to provide administrative support.
  • Knowledge of accounting and finance procedures and ability to maintain financial records and prepare clerical reports and statements accurately.
  • 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.
  • Ability to work Microsoft Office programmes (Word, Excel, PowerPoint, and Outlook) required for work.
  • Ability to prepare preliminary reports and to draft correspondence.
  • Ability to deal with a range of staff and to respond to their queries.
Personal Attributes
  • Ability to effectively provide related support services to partner communities, government agencies, and institutions
  • Ability to reason and make sound judgments
  • Ability to organise own work
  • Ability to work on own initiative and as member of a team
  • Ability to work under pressure
  • 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 diplomacy
  • 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,
  • Must demonstrate responsible behaviour and attention to detail
Nationality  – Indonesian.

Languages – Must be fluent in both spoken and written English and Bahasa-Indonesia.

General Service Level 5 of the UN common remuneration system and/or commensurate with the qualifications and competency of the selected candidate.

Written Examination and Interview
Prospective candidates will be required to sit a written examination and take part in an interview.

Qualified 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:  

The Director, ILO Jakarta

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