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 globally. Established in 1919, the ILO has a mission to ensure that labor standards are upheld and that workers' rights are protected. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to promoting decent work for all, which includes creating jobs, improving working conditions, and enhancing social protection. The organization works closely with governments, employers, and workers' organizations to achieve its goals and has a strong focus on promoting gender equality and diversity within its workforce.

Job Overview:
The Finance and Administrative Assistant will play a crucial role in supporting the TRIANGLE Partnerships for Fair and Effective Labour Migration in ASEAN program, which is a five-year initiative aimed at enhancing the skills development and protection of ASEAN migrant workers. This position is vital for ensuring the smooth operational, financial, and administrative functioning of the program in Malaysia. The assistant will be responsible for providing day-to-day support, which includes managing budgets, monitoring financial records, and ensuring compliance with ILO policies and procedures. The role requires a proactive approach to problem-solving and effective communication with various stakeholders, including project staff, partners, and consultants. The assistant will also be involved in preparing reports for donor accountability and assisting in the organization of workshops and meetings, thereby contributing to the overall success of the program.

Duties and Responsibilities:
The Finance and Administrative Assistant will have a comprehensive set of responsibilities, including but not limited to: assisting the National Project Coordinator (NPC) in implementing the program by developing and monitoring budgets; ensuring compliance with ILO policies and guidelines; coordinating with program partners to maintain accurate financial records; processing contracts for financial clearance and payment; preparing correspondence to verify data and address queries; reviewing financial reports from project partners; providing administrative and financial guidance to project staff; consulting with ILO staff on rules and regulations; preparing recurring and special reports for various purposes; supporting the organization of workshops and meetings; and performing general administrative duties related to office management. The assistant will also be expected to perform any other duties as assigned by the supervisor, demonstrating flexibility and a willingness to contribute to the team's success.

Required Qualifications:
Candidates must possess a completion of secondary school education with formal training in accounting and/or finance and administrative fields. Additionally, candidates should have a minimum of five years of progressively responsible experience in financial and administrative work, along with relevant training in an administrative field. The role requires a strong understanding of general office support and operational areas, as well as familiarity with ILO programs and activities. Candidates should also demonstrate proficiency in using PC software, including Microsoft Office applications, and possess the core competencies expected by the ILO, such as integrity, sensitivity to diversity, and client orientation.

Educational Background:
The educational requirement for this position includes the completion of secondary school education. However, candidates with formal training in accounting and finance or related administrative fields will be preferred. This educational background is essential for understanding the financial and administrative processes that the role entails, ensuring that the assistant can effectively support the program's operational needs.

Experience:
The position requires candidates to have at least five years of progressively responsible experience in financial and administrative roles. This experience should include a solid understanding of financial management, budget monitoring, and administrative support functions. Candidates should be able to demonstrate their ability to handle complex financial tasks and provide effective administrative assistance in a dynamic work environment.

Languages:
Candidates must have excellent knowledge of the working language of the duty station, which is Malay, and a good knowledge of English. Proficiency in both languages is essential for effective communication with project staff, partners, and stakeholders, as well as for preparing reports and documentation in both languages.

Additional Notes:
The contract for this position is fixed-term for one year, starting from September 1, 2026, with the possibility of renewal based on various factors such as availability of funds and satisfactory performance. The recruitment process is open to ILO internal candidates and external candidates who are nationals of Malaysia. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The position is full-time, and candidates should be aware that technical cooperation appointments do not typically lead to a career within the ILO or guarantee renewal or conversion to other types of appointments.