INTERNATIONAL LABOUR ORGANIZATION JOB VACANCIES 2020
Finance and Administrative Assistant (G5)
- Grade: G5
- Vacancy no.: DC/JAKARTA/2020/GS/08
- Publication date: 12 October 2020
- Application deadline (midnight local time): 26 October 2020
- Job ID: 4019
- Department: RO-Asia and the Pacific
- Organization Unit: CO-Jakarta
- Location: Jakarta
- Contract type: Fixed Term
- Contract duration: One year contract, renewable subject
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best-informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions, and satisfactory conduct and performance.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.
Given the recent developments, and recognizing that the fishing and seafood processing sectors in major producing countries in South East Asia will grow as well as that labour migration will continue and likely grow, there is the need for a project that addresses the need for migration governance that responds to the sectoral characteristics of fishing and seafood processing sectors, particularly concerning migrant fishers.
The project will build on the achievements of the EU funded Ship to Shore Rights project implemented by the ILO. There is potential to consolidate and further advance the positive achievements by deepening engagement with Myanmar, Cambodia, Lao People’s Democratic Republic, Viet Nam, Philippines, and Indonesia on sectoral issues and labour migration management in SEA. Indonesia is in preparatory work for the ratification of C188 under the leadership of the Coordinating Ministry of Maritime Affairs and Investment.
This project will promote gender-responsive labour migration laws, policies, practices, and services that address the characteristics of working in the fishing and seafood processing sectors. It will support the organization and representation of migrant workers in these sectors, including in the protection of fundamental principles. It will address the legal, policy, and institutional gaps and barriers faced by migrant workers in these sectors including in the protection of fundamental principles and rights at work as well as enhance their access to safe, orderly, and regular migration by addressing exploitation, forced labor, and trafficking.
The project will work in close cooperation with governments and social partners to achieve its overall objective: promote regular and safe labor migration among South East Asian Countries, in particular in the fishing and seafood processing industry. The action shall be carried out in South East Asia, in Thailand, Cambodia, Myanmar, Lao people’s Democratic Republic, Philippines, Viet Nam and Indonesia. Regional activities will cover these countries as well as Malaysia and structures in the sub-region as deemed necessary.
A project team consists of National Project Coordinator (NOB) and Finance and Administrative Assistant (G5) will be based in ILO Jakarta Office. The Finance and Administrative Assistant (G5) is responsible for providing administrative and financial support to the SEA Fisheries Project and will report to the National Project Coordinator (NOB).
Description of Duties
- 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 program 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 rephasing.
- Responsible for the procurement process, i.e. project supplies and equipment. 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 workshops and prepare and ensure accurate Statement of Expenditures of the events, and also the mission of national and international consultants.
- Organize meetings, program activities/events, and project missions as indicated in the project implementation plan and under the guidance of the Project Coordinator.
- Prepare routine project correspondence including supporting documents to contracts and reports adhering to ILO requirements.
- Maintain a follow-up system, and draw the 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 Coordinator.
- Completion of secondary school education, supplemented by a finance/ administration diploma
- 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.
- Excellent command of English, ability to draft reports in English. Good knowledge of the local language.
- Good knowledge of the financial and administrative principles and practices.
- Good administrative skills to provide administrative support.
- Knowledge of accounting and finance procedures and the 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 programs (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.
- Ability to organize own work
- Ability to take initiatives
- Ability to work as a 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 behavior and attention to detail
- Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.
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