A. Background
The International Labour Organization (ILO) is the
only tripartite U.N. agency with government, employer, and worker
representatives. This tripartite structure makes the ILO a unique forum in
which the governments and the social partners of the economy can freely and
openly debate and elaborate labour standards and policies. The Jakarta office
of the ILO is carrying out a diverse programme of activities and projects for
Indonesia and Timor Leste related to issues such as employment, labour rights
and standards, social protection and skills development. The main counterparts
are the ILO constituents, the Ministry of Manpower and Transmigration, the
labour unions and the employers’ organization. In addition the ILO works with a
range of other partners in government and civil society.
An admin and finance assistant is to be shared in
order to support two projects, namely:
1. Decent Work for Food Security Project (DWFS) : 70%
2. Mt Sinabung Recovery Support Programme : 30 %
- Decent Work for Food Security ProjectUnder the leadership of the Ministry for the Development of Disadvantaged Areas of Indonesia (KPDT) and building on the strategic partnership and expertise in implementing employment, income generating, hunger and poverty reduction projects, the ILO, together with the Food and Agriculture Organization of the United Nations (FAO), developed a “Decent Work for Food Security and Sustainable Rural Development programme in NTT province” (DW4FS-NTT). Drawing on the knowledge and tools of the implementing agencies, including the ILO’s “Value chainsdevelopment for decent work” approach, FAO’s work on Climate Smart Agriculture practices, DW4FS-NTT will promote food security and rural development of target districts in NTT province through the improvement of value chains for selected commodities, implementation of sustainable agricultural practices and decent work principles with a view to enhancing productivity, competitiveness, and improving incomes and livelihoods of local communities. The programme is one of the pilot initiatives under the ACI on Decent Work in the Rural Economy which is implemented in NTT- Indonesia.
- Mt Sinabung Recovery Support ProgrammeThe Sinabung Recovery Support Programme (Siresup) is a joint initiative of the Government of Indonesia and the key UN agencies (UNDP, FAO, and ILO) in supporting the post-disaster recovery of the regions affected by the 2013 Mt. Sinabung volcanic eruptions in Karo District of North Sumatra. In line with the United Nations Partnership Development Framework (UNPDF) and the strategic goals of the Government of Indonesia’s Medium Term Development Plan (RPJMN), the joint programme is designed to contribute to the following outcome: Improved sustainable livelihoods recovery and enhanced community resilience in areas affected by the 2013Mt. Sinabung eruption. The joint programme comprises of four main outputs to support the outcome, namely: (1) strengthening capacities of national and local authorities to coordinate post-disaster early recovery and recovery measures; (2) strengthening capacities of national and local authorities to plan and implement post-disaster recovery measures; (3) restoring livelihoods and developing economic opportunities of the affected population; and (4) ensuring risk-reduction principles are incorporated in recovery measures. These outputs will be produced through a number of key initiatives that are aimed at facilitating livelihoods recovery, strengthening local government capacity, and improving community resilience
The Position
The Admin and Finance Assistant will be supervised by each Project
Coordinator as well as the Finance/ Admin officer of CO Jakarta. He/ She will
be performing the following tasks:
Specific
Duties and Responsibilities
- Maintain project financial records and monitoring systems to record and reconcile project expenditures, payments, statements, reports 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;
- Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computations.
- Prepare travel authorization form for project 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;
- Provide administrative/logistic support for capacity building, meetings, seminars and/or workshop and prepare and ensure accurate Statement of Expenditures of the events, and also mission of national and international consultants;
- Prepare Letters of Agreement, Service contracts and external collaborator contracts
- Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.
- Provide guidance and training on financial issues for the project implementing agencies, which includes: preparing cash book, summary page, bank reconciliation form, summary of cash transaction, expenditure forecast, and final expenditure report
- Check and verify financial reports submitted by the project implementing agencies.
- Prepare correspondence, reports, evaluations and justifications as required on projects administration/finance or other related tasks, attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention;
- Assist in project admin related tasks : maintain/ update leave record of project staff, visa requests, identity cards and other necessary administrative documents for ILO Experts and project incoming mission;
- Supervise the work of project admin support staff in the fields including undertaking missions to other offices or project sites to provide technical assistance and guidance of financial and admin nature.
- Perform other duties as may be assigned by the supervisor(s).
C. Experience and
qualifications
Education
Completion of tertiary school education,
supplemented by a finance/ administration diploma is the minimum requirement.
Experience
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.
Competence:
- Good knowledge of the financial and administrative principles and practices.
- Good administrative skills to provide administrative support.
- Knowledge of accounting and finance procedures and 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 programmes (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.
Personal attributes
- Ability to organize own work
- Ability to work on own initiative and as member of a team
- Ability to work under pressure
- Ability to work and communicate with people in a polite, gender-sensitive, courteous and cooperative manner and address colleagues, visitors and 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 behaviour and attention to detail
D. Nationality
–
Indonesian.
E. Languages – Must be fluent in both spoken and
written English and Bahasa Indonesia.
F. Remuneration
General
Service Level 5 of the UN common remuneration system and/or commensurate with
the qualifications and competency of the selected candidate.
G. Written Examination and
Interview
Prospective candidates will be required to sit a written examination and
take part in an interview.
H. Application
Qualified women
and men are encouraged to apply.
Only
qualified candidates will be notified.
Please submit application indicating the Vacancy Announcement Number along
with CV, 3 references and other supporting documents to:
INTERNATIONAL
LABOUR OFFICE
Email : hrdjkt@ilo.org
Deadline For Application: 5 Jan 2015
Only
qualified candidates will be notified.
The ILO promotes opportunities for women and men to obtain decent
and productive employment in conditions of freedom, equity, security and human
dignity
