Finance and Admin Assistant

Job Advertisement

Position Title: Finance and Admin Assistant
Location: Vientiane
Country: Lao People's Democratic Republic
Deadline Date: 28 February 2025

Job Details

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 promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce of around 3,300 employees. The ILO is committed to fostering a culture of diversity and inclusion, ensuring that all individuals have equal opportunities regardless of gender, disability, or background.

Job Overview:
The Finance and Admin Assistant will play a crucial role in supporting the implementation of the project activities in Lao PDR, specifically under the project titled 'Building Responsible Value Chains in Asia through the Promotion of Decent Work in Business Operations – Phase II'. This project is designed to address the increasing demand for companies to respect human rights and labor rights within their operations and supply chains. The assistant will work closely with the National Project Coordinator and will be responsible for a variety of operational and administrative support services. This includes managing financial records, ensuring compliance with ILO rules, and facilitating communication between various stakeholders. The role requires a proactive approach to problem-solving and the ability to work independently while also being a collaborative team member. The assistant will be expected to maintain high standards of accuracy and efficiency in all tasks, contributing to the overall success of the project.

Duties and Responsibilities:
The Finance and Admin Assistant will be responsible for maintaining project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data. Key duties include checking, reviewing, processing, and preparing all necessary documentation, including contracts, to ensure correctness for financial clearances and payments. The assistant will prepare correspondence to verify data, address queries, and follow up with project staff and partners. They will also review financial reports from project implementing partners, ensuring compliance with ILO rules before submission. Additional responsibilities include classifying budget codes, processing claims for payment, providing administrative and financial support to project staff, preparing recurring and special reports, coordinating meetings and workshops, making travel arrangements, and performing general administrative duties such as attendance recording and procurement matters. The assistant will also be expected to keep abreast of changes to administrative rules and share relevant information with staff.

Required Qualifications:
Candidates must have completed secondary school education, with formal training in accounting and/or finance being an asset. A strong understanding of financial and administrative rules, guidelines, and procedures is essential. Familiarity with UN administrative and financial procedures is advantageous, as is experience working with international organizations or development projects. Candidates should demonstrate responsible behavior, attention to detail, and the ability to maintain confidentiality. Proficiency in computer software such as Microsoft Office and the ability to use other required software is also necessary.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Additional formal training in accounting and finance is preferred and would enhance a candidate's qualifications for the role.

Experience:
Candidates should have at least five years of progressively responsible experience in financial and administrative work. Experience in an international or intergovernmental organization, as well as familiarity with UN procedures, is highly desirable. The role requires a solid background in managing financial records and administrative processes, with a focus on compliance and accuracy.

Languages:
Excellent knowledge of English and Lao, both written and spoken, is mandatory for this position. This proficiency is essential for effective communication with project staff, partners, and stakeholders.

Additional Notes:
The position is a fixed-term contract for one year, with the possibility of extension based on funding availability and performance. The role is based in Vientiane, Lao PDR, and candidates must have valid residency status and work permits in the country. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process is subject to specific local criteria, and all candidates must complete an online application form. The ILO does not charge any fees during the recruitment process.