Job Advertisement

Position Title: Administrative and Finance Assistant
Location: Jakarta
Country: Indonesia
Deadline Date: 19 November 2024

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. 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 approximately 3,500 employees. The ILO is committed to promoting diversity and inclusion within its workforce, welcoming applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Administrative and Finance Assistant will play a crucial role in supporting the Social Protection Programme and the Care Economy Programme in Jakarta, Indonesia. This position involves providing comprehensive administrative support, which includes Coordination, accounting, budgeting, procurement, and other related administrative tasks. The Social Protection Programme focuses on activities within Indonesia and the broader Asian region, while the Care Economy Programme is specifically tailored to address issues within Indonesia. The Assistant will work closely with the programme teams to ensure smooth operations and effective implementation of various activities. The role requires a proactive approach to managing financial records, ensuring compliance with ILO guidelines, and facilitating communication among team members and external partners.

Duties and Responsibilities:

• Maintain accurate project financial records and monitoring systems to track and reconcile expenditures, payments, and other financial data as required.
• Review all project financial and progress reports, ensuring the accuracy of calculations and completeness of supporting documents, and initiate correspondence to verify data or address queries.
• Prepare travel request and claim forms for team members, ensuring proper input of claims into the system.
• Estimate and compile cost estimates and projected budget requirements, assisting in the preparation of project budgets and revisions.
• Rigorously adhere to ILO’s procurement guidelines and financial rules while managing procurement processes for project supplies and equipment.
• Prepare Purchase Orders, Service contracts, and external collaborator contracts for approval.
• Verify financial reports submitted by project implementing agencies and partners.
• Provide administrative and logistical support for capacity-building events, meetings, seminars, and workshops, ensuring accurate statements of expenditures.
• Organize meetings, activities, and events, maintaining all administrative files and official records. 1
• Launch and manage online registration forms for workshops and maintain participant lists for reporting. 1
• Assist in managing a web platform and producing communication materials as needed.

Required Qualifications:
Candidates must have completed secondary school education. Additionally, they should possess at least five years of relevant work experience, preferably within the United Nations Common System or an international organization. Practical experience with standard office software packages, email, and automated information Management Systems is required. Candidates should also have experience handling confidential matters with discretion and possess knowledge of the relevant project and programme areas as well as the Office’s operations.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Candidates with further education or specialized training in finance, Administration, or related fields may be preferred.

Experience:
The position requires a minimum of five years of relevant work experience. Experience in similar roles within the United Nations or international organizations is highly desirable. Candidates should demonstrate practical experience with standard office software and the ability to manage confidential information responsibly.

Languages:
Excellent writing and speaking abilities in both English and Indonesian are mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is a fixed-term contract for a duration of 12 months, 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 values diversity among its staff, encouraging applications from qualified female candidates and individuals with disabilities. The ILO does not charge any fees at any stage of the recruitment process, and candidates are advised to apply through the ILO Jobs website.