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Finance and Administrative Assistant - GS5: Innovation Regions for a Just Energy Transition

 

Grade: G5 

Vacancy no.: DC/JAKARTA/GS/2023/02
Publication date: 20 January 2023
Application deadline (midnight local time): 2 February 2023

 

Job ID: 10374 
Department: RO-Asia and the Pacific 
Organization Unit: CO-Jakarta 
Location: Jakarta   
Contract type: Fixed Term 

Contract duration: 12 months (possibility of extension subject to funds availability and performance) 


 

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. 

 

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

 

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. 

Introduction

The ILO, as a part of a consortium of 6 development agencies, is embarking on a project to support and accelerate a Just Energy Transition (JET) away from coal to renewable energy and other sustainable economic activities in the global south, contributing to a timely reduction of GHG emissions from coal. Focusing on the required economic transformations in coal regions, the project will be working with government, industry, unions, communities, civil society and academia to spur localized pathways to low-carbon and climate resilient energy systems and sustainable and just local economies and jobs. It builds on the core elements: social dialogue and stakeholder engagement, impact studies, transformational measures and coherent policy changes. The overall objective of the project is to plan and implement a just energy transition plans away from coal and towards a low carbon energy system, consistent with the Paris Agreement and the ILO Just Transition Guidelines.

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In Indonesia, the overall consortium project of which the ILO project is part of aims at supporting the development of Just Energy Transition plans coal regions in East Kalimantan and South Sumatra. The regional transition pathways and plans will be developed in an institutionalized participatory and informed social dialogue and stakeholder engagement framework, that build on the involvement and empowerment of works and local communities, the assessment of the structural economic transformation potential and scenarios and its climate, environmental, social and human right impact. The project will work with local authorities to ensure that a coherent plan and policy framework to support the transformation, especially on labour market and social security aspects is developed and integrated into public policy. Further, the design and piloting of concrete transformational measures for the green economic transformation of the coal regions, is supported, focusing on new business opportunities of green SME and skill development.

 

The Just Transition processes and transformational measures implemented in the target regions in Indonesia will serve as an inspiration for other coal regions globally and possibly also other sectors beyond coal in which the pathway towards a zero-carbon economy will require individually adapted Just Transition approaches.

 

The project will operate with a core staff of two people comprising a National Project Coordinator (NPC), and an administrative finance assistant.

Reporting Line

The  Admin/Finance Assistant will report to the National Project Coordinator and will work in close collaboration with the office in Jakarta, Bangkok and Geneva.

 

The incumbent will be based in the ILO Jakarta Office, and will report to the National Project Coordinator. Under the direct supervision of the NPC, the Admin and Finance Assistant will be responsible for providing administrative and financial support to the JET Project in Jakarta.

 

Description of Duties

 1. Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.

 2. Provide secretarial and administrative support in for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, following-up, compilation and distribution of working documents and other material.

 3. Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, security and other required clearances.

 4. Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.

 5. Responsible for procurement activities of the project for services, project supplies, equipment and other logistic requirements.  Includes request for quotations, preparation of comparative matrix, and preparation of service & excol contracts following ILO guidelines, donor’s rules and approved formats.

 6. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules  before submitting to the Finance Unit.

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 7. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

 8. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions.

 9. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.

10. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.

11. Maintain and update programme and project databases and filing system on the project.  Prepare routine financial data and statements for the project-related activities. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures, including project equipment inventory.

12. Perform other duties as assigned by the supervisor.

Required qualifications

Education

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

 

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.

 

Languages

Must be fluent in both spoken and written English and Bahasa Indonesia.

Competencies

  1. Knowledge of basic accounting and finance procedures & practices and ability to maintain financial records and prepare clerical reports and statements accurately.
  2. 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.
  3. Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
  4. Excellent oral and written communication skills; Ability to prepare preliminary reports and to draft correspondence in accordance with established standards.
  5. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-   discriminatory behaviour and attitudes.

Personal Attributes

  1. Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, work under pressure and adapt to changing demands and multitasks.
  2. Ability to work on own initiative and as member of a team
  3. Ability to work and communicate with people in a polite, gender-sensitive, no-discriminatory behaviour and attitudes,  courteous, prompt and cooperative manner and address colleagues, visitors and partners with tact and diplomacy
  4. Ability to liaise/request services from other work units inside or outside the office for completion of tasks.
  5. 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
  6. Must demonstrate responsible behaviour and attention to detail

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.