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Programme and Administrative Assistant (G5) - Violence and Harassment at Work

 

Grade: G5  

Vacancy no.: DC/JAKARTA/GS/2022/02
Publication date: 12 January 2022
Application deadline (midnight local time): 25 January 2022

 

Job ID: 7351 
Department: RO-Asia and the Pacific 
Organization Unit: CO-Jakarta 
Location: Jakarta   
Contract type: Short Term 

Contract duration: 8 months 


 

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. 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

Women and girls disproportionally suffer from work-related and gender-based violence and harassment. Further, with the advancement of technologies, new forms of discrimination and harassment have emerged. Recent ILO World Employment and Social Outlook 2021 report reveals that workers on digital labour platforms, in particular women, are prone to facing online discrimination and harassment. The trend of working through cyber space has been accelerated because of the COVID-19 pandemic. Generalized teleworking arrangements may lead to a higher risk of technology-enabled violence and harassment (often known as “cyberbullying”). UN Women observes that women are disproportionately targeted and suffer from ICT-facilitated violence.

 

Against this backdrop, the ILO implements a project to promote evidence-based tripartite dialogue to prevent and address violence and harassment in the world of work, building upon past and on-going initiatives in promoting ratification of the Violence and Harassment Convention, 2019 (No. 190) by Indonesia. The Decent Work Country Programme (DWCP) for Indonesia prioritises enhancement of protection for vulnerable groups of workers and aims to address issues concerning new forms of work that are outside the traditional worker protection mechanisms. Gender equality is a crosscutting driver of this DWCP. In addition, this project contributes to the Outcome 1 of the United Nations Sustainable Development Cooperation Framework (UNSDCF) 2021-2025.

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Project interventions focus on promoting gender equality and non-discrimination in a context of future of work and promotes Indonesia’s ratification of C190 that cover all the workers. As the economy and the labour market recover from the pandemic, and as more and more workers are affected by the evolving world of work, the ILO and its tripartite constituents strengthen national capacity and build effective prevention mechanisms to fight against all forms of violence and harassment, including gender-based violence and harassment, and new and traditional forms of violence and harassment. The Convention No.190 and its accompanying Recommendation No. 206 guide this work and reference to ICT facilitated violence is found under Art.3.

 

Addressing this pervasive issue will increase Constituents’ capacity to effectively address and prevent online violence and harassment, including gender-based violence and harassment. Policy dialogue in this area will help prepare the terrain for additional protections related to technology facilitated work, with a gendered lens.  Capacity of labour inspectors built to identify gender-based discrimination and violence and harassment will lead to it being reported and addressed. This will in turn build further momentum towards the need for C190 ratification, due to a stronger understanding of ‘new’ forms of violence and harassment and ways to address them.  Ultimately work in this area will contribute to an increasing number of workers, in particular women workers, benefitting from safer online work environments. This will also contribute to preventing and addressing an invasive and specific form of gender-based violence and harassment.

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The principle target groups of this project include policymakers and government officials, relevant law enforcement officers, social partners and citizens who can raise voice for eradication of violence and harassment at work. The geographic focus of this project is Jakarta where the central government and the Parliament seat, while awareness raising campaigns will be conducted nationwide, mostly through social media. The project joins forces with ILO’s tripartite constituents, as well as other like-minded organizations in the fight against violence and harassment against women and men at work.

 

This position is located in Jakarta, Indonesia and a work unit that falls under the ILO Country Office for Indonesia and Timor-Leste (CO-Jakarta).  The incumbent provides administrative and support services for the efficient and effective implementation of a range of project activities. The work is governed by established rules, regulations, policies procedures and guidelines and includes the use of the enterprise resource planning (ERP) system.

Reporting Lines

The Programme and Administrative Assistant will work under the direct supervision of the National Project Officer who is in charge of this project. The incumbent follows administrative and financial guidance provided by the Finance and Administrative Officers of the ILO Jakarta Office. She/he is required to work in close collaboration with other ILO staff members

Description of Duties

1. Monitoring budget, expenditures and administrative matters of the project.

2. Assist in drafting the technical terms of references and letters for meetings and events.

3. Liaise the communication on technical matters with partners; and in liaising with project implementing partners & collaborators for finalizing trainings, advocacy and campaign products.

4. Maintain record of project beneficiaries data to support the National Project Officer in project monitoring and follow up action. Record the news from the ILO Jakarta if there are reference to ILO Convention No. 190 and tripartite statement on violence & harassment at work.

5. Perform administrative and logistic task in responding to awareness raising speaking engagement and invitation (online and offline) addressed to the Project (e.g. request TOR, manage schedule, respond to requested photos & project campaign materials, follow up with Zoom/online platform registration and recording; and feasibility of offline missions in compliance with the ILO Office policies & government health regulation)

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6. Maintain project financial records and monitor project budget, expenditures and payments. Maintain financial statements and other data as required.

7. Review all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data and answer queries; and request additional information on the financial reports of external collaborators and project implementing partners, ensuring compliance with ILO rules.

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, including prepare missions for project staff and input the claims in the system (IRIS).

9. Calculate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions and budget rephrasing.

10. Administer procurement process (i.e., project supplies and equipment). Arrange for control of distribution and establish and maintain inventory records.

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11. Prepare letters of agreement, service contracts and external collaborator contracts for approval of the Office.

12. Organize and provide administrative and logistic support for project activities such as meetings, seminars and/or workshops (including online events). Prepare and ensure the accuracy of Statement of Expenditures of the events, as well as missions of national and international consultants.

13. Prepare project correspondence routine and on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts.

14. Maintain follow-up system and draw attention of the supervisor to matters requiring immediate and/or personal attention.

15. Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents, different reports, softcopy social media content's assets (eg. graphic, video, campaign materials) produced for the project.

16. Perform other duties as may be assigned by supervisor.

Required qualifications

Education

Completion of secondary school education, supplemented by commercial training in bookkeeping, accounting, business administration or equivalent experience

Experience

At least five years of project management support experience in the field of administration and finance. Familiarity with ILO’s administrative procedures is an advantage.

Languages

Proficiency in English and Bahasa Indonesia with good drafting skills.

Competencies

  • Knowledge of administrative and financial policies and procedures
  • Excellent organizational skills, including on filing and internet-based sharing cloud organization
  • Knowledge of requirements and procedures for the preparation and processing of documents, vouchers, administrative and financial forms and for the creation and maintenance of filing systems.
  • Ability to establish and maintain a comprehensive administrative and financial information system
  • Excellent computer skills (Microsoft Word, Excel, PowerPoint, Adobe Reader, Google Drive and Google Form, Zoom Conference Meeting) and ability to use other software packages and Apps required by the project.
  • Ability to communicate effectively both orally and in writing, in offline and online settings
  • Ability to work as a member of a team and manage heavy workload under time pressure.
  • Ability to evaluate correspondence and inquiries for best course of action.

optional section (if needed)

  • Ability to respond to work related inquiries in a timely and appropriate manner.
  • Ability to obtain services and support from other work units inside and outside the office for completion of tasks.
  • Ability to make effective administrative arrangements for meetings, missions, trainings and the like (including online events) with minimum supervision;
  • Capacity and willingness to take initiatives;
  • Team player with good communication and interpersonal skills;
  • Ability to work under time pressure and meet deadlines.
  • Adaptability to remains positive and effective in response to change, and to new work methods which may occur due to certain circumstance such as pandemic.
  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes

 

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.