Administrative and Finance Assistant

Introduction

The Administrative and Finance Assistant will be responsible for assisting the Social Protection Programme and the Care Economy Programme in implementing activities through administrative supports including coordination, accounting, budgeting, procurement and any other administrative supports. The Social Protection Programme in Jakarta currently covers activities in Indonesia and for the Asian region, while the Care Economy Programme covers activities in Indonesia.

Reporting Line

The Administrative and Finance Assistant is responsible for assisting the Social Protection Programme and the Care Economy Programme team in executing procurement, finance, accounting and any other administrative matters. A day-to-day supervision will be given to the Assistant by responsible officers of the Social Protection Programme and the Care Economy Programme, while the overall supervision will be given by the Care Economy Programme Manager.

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile project expenditures, payments, statements and other data as required.

2. Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries.

3. Prepare travel request/claim form for the team members and input the claims in the system.

4. Estimate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget re-phasing.

5. Understand and rigorously perform the ILO’s procurement guidelines, financial rules and any other relevant policies.

6. Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.

7. Prepare Purchase Orders, Service contracts and external collaborator contracts for approval of the Office;

optional section (if needed)

8. Check and verify financial reports submitted by the project implementing agencies and/or project partners

9. 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.

10. Organize meetings, activities, events and missions.

11. Prepare routine correspondence including supporting documents to contracts and reports adhering to ILO requirements.

12. Maintain all administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the Programme.

13. Launch and manage online registration forms for workshops and meetings and maintain the list of participants in a given format for reporting.

14. Assist in managing a web platform.

15. Assist in producing communication materials.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion.  Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Languages

Excellent writing and speaking ability in English and Indonesian.

Competencies

* Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.

* Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.

* Good analytical skills.

* Ability to reason and make sound judgements.

* Ability to maintain financial records and prepare accounting reports and statements.

* Demonstrate responsible behaviour and ability to pay attention to detail.

* Ability to deal with confidential matters with discretion.

* Display high standards of ethical conduct.

* Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).

* Ability to evaluate correspondence and inquiries for best course of action.

* Ability to respond to work related inquiries in an appropriate manner.

* Ability to obtain services from other work units inside or outside the office for completion of tasks.

* Ability to communicate effectively both orally and in writing.

* Ability to work on own initiative as well as a member of a team.

* Organizational skills.

* Ability to deal with people with tact and diplomacy.

* Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

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Advantages

1. Ability to independently manage a web platform (e.g. HTML)
2. Ability to independently coordinate, plan, manage and produce communication activities (e.g. visual/audio materials, outputs through communication channels etc).
3. Ability to use software to produce communication materials (e.g. InDesign, Photoshop, Canva etc.).