L’Organisation Internationale de Travail recrute un Assistant administratif et financier – Développement des compétences et conduite responsable des entreprises à Jakarta, Indonésie.

Reporting Line

The project will be managed by the ILO Country Office for Indonesia and Timor-Leste(CO-Jakarta), in coordination with ILO Regional Office for Asia and the Pacific (ROAP), ILO Country Office for Thailand. The Finance and Administrative Assistant will be based in Jakarta, Indonesia.

The Finance and Administrative Assistant will report to and work under the supervision of the National Project Coordinator and the Country Director of the ILO Country Office for Indonesia and Timor-Leste and will work in close collaboration with other project team members from the ILO/Japan Multi-bilateral Programme. The Finance and Administrative Assistant will receive guidance from the Director and the Senior Programme Officer of CO-Jakarta and administrative and financial guidance provided by the Senior Operations Officer of CO-Jakarta. She/he is required to work in close collaboration with other ILO staff members, as required.

Description of Duties

1. Provide financial and administrative support to activities undertaken by the National Project Coordinator and other implementing partners, prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.

2. Draft correspondence, meeting minutes, memoranda and reports on financial and administrative matters in accordance with standard office procedures.

3. Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.

4. Assist the National Project Coordinator in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.

5. Maintain an overview of the financial situation of the project to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-purchasing.

6. Assist the National Project Coordinator in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance-related briefing materials for the Programme Manager for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support for the preparation and submission thereof.

7. Liaise with finance and admin offers/ assistants in HQ and project countries in relation to the admin and finance matter as necessary and as appropriate.

8. Provide interpretation, translation and proofreading.

9. Perform other duties as may be assigned by the National Project Coordinator. Effectively plan and implement project activities in conformity with the project strategy, logical framework and plan of work and in accordance with ILO development cooperation and programming policies and guidelines as well as administrative and financial procedures.

Required qualifications

Education

Completion of secondary school education and some training in administration and finance.

Experience

Minimum five years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies and other social partners in charge of policy making and with development partners would be an asset. Previous working experience in the UN with a similar function would be an asset.

Languages

Excellent English and Bahasa Indonesia.

Competencies

• Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
• Ability to work with MS Word, Excel, Powerpoint, spread sheet, web-browser, as well as other computer software packages required for the work. Familiarity with the IRIS system is a plus.
• Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Ability to prepare preliminary reports and to draft correspondence.
• Good communication skills. Both orally and in writing and ability to communicate with people to build good working relationships.

Personal Attributes

• Ability to organize own work and to work independently as well as work in a team.
• Ability to work under pressure and to meet the deadline.
• Must demonstrate responsible behaviour and attention to details.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.