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

Title: Admin and Finance Assistant
Deadline for application: 16 February 2017
Project Title: SEA Fisheries Project (Strengthened Coordination to Combat Trafficking in Fisheries in Southeast Asia)
Duty Station: Jakarta

For any questions related to this post, please contact:- Ms Hermawaty Misnan, Admin/ HR Assistant,

The SEA Fisheries Project aims to reduce trafficking in fisheries, by strengthening coordination and increasing the efficiency and efficacy of the efforts already underway at the national and regional levels. Given the considerable array of actors and initiatives, a regional coordination body will be established and supported to build links between the key interventions and approaches, develop and implement joint strategies, and share information. The project will be regional in nature, with a particular focus on Thailand and Indonesia. One of the first priorities of the project will be to set out the specific mandate, composition and functions of this regional body, drawing from other multi-stakeholder initiatives in the region and beyond. The entity will be broad-based and include various government departments (the competent authorities on labour, migration, trafficking and fisheries), civil society organizations, workers ‘groups, industry associations, buyer groups, international organizations and research institutions. Scoping and analysis of the activities of the key stakeholders will shape the design of action plans at the regional level, and for Thailand and Indonesia as two regional hubs of activity in this area. To support the common goals of these action plans, the project will deliver specific activities and conduct research and analysis. Ownership and participation, in particular by the governments, regional institutions, the private sector and development partners, will be key to ensuring sustainability. Links will also be made with national task forces and ASEAN frameworks on migration, trafficking and fisheries. The integration of the regional coordination body and strategy into existing structures will be explored from the project outset. The project’s goal is to reduce trafficking and labour exploitation in fisheries, by strengthening coordination at the regional and national level.

The Position
A project team consists of Project Manager (P4), National Project Officer (NO-B) and Administrative and Finance Assistant (GS-5) will be based in ILO Jakarta Office. The Administrative and Finance Assistant(GS-5) is responsible for providing administrative and financial support to the SEA Fisheries Project and will report to the Project Manager and support the work of National Project Officer.

Duties and Responsibilities
  • Maintain project financial records and monitoring systems to record and reconcile project expenditures, payments, statements and other data as required;
  • Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries;
  • Prepare travel authorization form for project staff and input the claims in the system;
  • Calculate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget rephrasing;
  • Responsible for procurement process, i.e. project supplies and equipment’s.   Arrange for control of distribution and establish/maintain appropriate inventory records;
  • Prepare Letters of Agreement, Service contracts and external collaborator contracts for approval of the Office;
  • Check and verify  financial reports submitted by the project implementing agencies and/or project partners;
  • 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;
  • Organize meetings, project activities/events and project missions as indicated in the project implementation plan and under the guidance of the Project Manager;
  • Prepare routine project correspondence including supporting documents to contracts and reports adhering to ILO requirements;
  • Maintain follow-up system, and draw attention of the supervisor to matters requiring immediate and/or personal attention;
  • Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the SEA Fisheries Project;
  • Perform other duties as may be assigned by the Project Manager.
Education - Completion of tertiary 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.

Nationality - Indonesian.

Languages - Excellent English and Bahasa Indonesia.

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

  • 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, E-mail) 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 organize own work;
  • Ability to take initiatives;
  • Ability to work as member of a team;
  • Ability to perform under pressure;
  • Ability to work and communicate with all colleagues in a courteous and cooperative manner, address visitors and project 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.
Application  Qualified women and men are encouraged to apply. Only qualified candidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV and 3 references to:

Email :

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