Finance and Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, fostering decent work opportunities for all. The organization operates in over 180 countries and has a diverse workforce of approximately 3,500 employees. The ILO is committed to promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The organization values diversity and inclusivity, actively encouraging applications from women and individuals with disabilities.

Job Overview:
The Finance and Administrative Assistant (FAA) will play a crucial role in supporting the Resilient, Inclusive and Sustainable Supply Chains Project in Malaysia (RISSC-Phase II). This project, funded by the Ministry of Health, Labour and Welfare of Japan, aims to enhance the rubber supply chain in Malaysia by promoting labor governance, responsible business practices, and collaboration among supply chain stakeholders. The FAA will be responsible for providing administrative and financial support to ensure that project objectives are met efficiently. This includes maintaining financial records, processing payments, and assisting in the preparation of reports for donors and audits. The FAA will work closely with the National Project Coordinator and the Project Manager, collaborating with various stakeholders to facilitate the smooth operation of the project.

Duties and Responsibilities:
The Finance and Administrative Assistant will have a wide range of responsibilities, including: maintaining project financial records and monitoring systems; processing contracts for financial clearance and payment; preparing correspondence to verify data and address queries; reviewing financial reports from project partners; classifying budget codes and processing claims for payment; consulting with the Finance Unit on rules and regulations; providing administrative and financial guidance to project staff; preparing recurring and special reports for donor reporting and audits; calculating cost estimates and participating in budget analysis; drafting correspondence and reports; managing logistical support for project personnel, including travel arrangements and conference logistics; and performing other relevant duties as assigned by the Project Manager or National Project Coordinator.

Required Qualifications:
Candidates must have completed secondary school education with formal training in accounting and/or finance and administrative fields. They should possess excellent analytical skills, attention to detail, and the ability to maintain financial records and prepare accounting reports. Knowledge of UN administrative and financial procedures is an advantage. Candidates should demonstrate responsible behavior, high ethical standards, and the ability to handle confidential matters with discretion. Proficiency in Microsoft Office and statistical software packages is also required.

Educational Background:
The position requires candidates to have completed secondary school education, with additional formal training in accounting and/or finance and administrative fields being essential. This educational background is crucial for understanding the financial and administrative processes involved in the role.

Experience:
Candidates should have a minimum of five years of progressively responsible experience in financial and administrative work. This experience should include some training in an administrative field. Familiarity with UN administrative and financial procedures is considered an advantage, as it will help the candidate navigate the specific requirements of the ILO.

Languages:
Excellent command of English and Bahasa Malaysia is required, encompassing reading, writing, and listening skills. Proficiency in these languages is essential for effective communication within the project and with stakeholders.

Additional Notes:
The position is a fixed-term contract for one year, with the possibility of extension based on various factors such as availability of funds and satisfactory performance. The recruitment process is subject to specific local criteria, and the ILO may only offer contracts to individuals with valid residency status in Malaysia. The ILO emphasizes diversity and encourages applications from qualified female candidates and individuals with disabilities. All candidates must complete an online application form, and the ILO does not charge any fees during the recruitment process.