Human Resources Development Unit International Labour Office Jakarta

Vacancy No:	JAKARTA/2012/35	Date:	10 December 2012
Position title:	Finance and Administrative Assistant	Deadline for application:	24 December 2012
Project title:	ILO Better Work Indonesia 2nd Phase	Organization unit:	ILO Jakarta
Grade:	GS-7	Duty Station:	Jakarta
Contract type:	Fixed-term
Duration:	One year (renewable subject to satisfactory performance & funding availability)	Expected starting date:	01 February 2013

For any questions related to this post, please contact: – Mr. Simon Peter Field, Chief Technical Adviser (field@ilo.org)

Background

The Better Work programme is a unique partnership between the International Labour Organization (ILO) and the International Finance Corporation (IFC). The programme involves the development of both global tools and country level projects that is being implemented in Cambodia, Vietnam, Lesotho, Jordan, Haiti, Nicaragua, and recently extended to Indonesia with initial funding provided by the Government of Australia under the Australia-ILO Partnership Agreement 2010-2015.

The Better Work Indonesia (BWI) project aims to improve working conditions and respect workers’ basic rights in Indonesian apparel enterprises by promoting compliance with the provisions of the Indonesian labour law and regulations and international core labour standards. The project will also promote productivity and competitiveness of enterprises in Indonesia that are linked to the apparel global supply chains, with an initial focus on the apparel industry in the Greater Jakarta area, with a view toward expanding to other industries and geographic areas. The focus is on scalable and sustainable solutions which build cooperation between government, employers’ and workers’ organizations, and international buyers.

BWI will implement the following strategy:

Replace duplication of social audits with independent enterprise assessments on voluntarily participating enterprises that are recommended by the international buyers;

Provide enterprises with advisory and training services, as well as capacity development for the national stakeholders; and

Ensure long-term sustainable solutions supported by the Government, employers’ and workers’ organizations, and the sustained engagement of international buyers

For more information about the programme, see www.betterwork.org.

Function

Provide financial, administrative and human resource technical support for Better Work Indonesia.

Supervision and Guidance

Incumbent works under direct supervision of the Chief Technical Advisor (CTA) of the project, and under the overall guidance of the ILO Jakarta office regarding implementation of ILO financial, administrative and human resource procedures and management.

Duties and Responsibilities:

1. Analyse, evaluate and monitor a variety of complex financial documents, accounts of project/programme to identify and investigate wrongly transactions and to determine corrective action using FISEXT and IRIS systems.

2. Prepare cost estimates and budget forecasts.

3. Reconcile and disbursement accounts. Provide reports on financial status and expenditures and potential funding problems to higher-level officials.

4. Organize and supervise the maintenance of accounting records, the calculation of and payment of overtime, travel claims, training settlement and other payments to staff, consultants, vendors and other claimants.

5. Monitor budget utilization against funds and resources allocated. Administer budget preparations and revisions using the IRIS system based on the approval by a responsible expert/official.

6. Brief experts and other officials on financial and administrative matters.

7. Requisition office supplies and equipment and arrange for control of distribution and maintenance of inventory records. Use of automated office system, prepare timely payment.

8. Report the Chief Technical Advisor (CTA) and the ILO Jakarta Finance Officer about the financial situation of the Project and alert the project management in case of constraints or financial matters that require attention and decisions. Initiate appropriate and timely follow-up action to address identified constraints.

9. Monitor the use, safekeeping and maintenance of project records, and advise the CTA on new or improved office procedures and practices.

10. Set up, implement, update and maintain the BW Indonesia's revenue budget according to the BW Financial Tracking and Reporting System in accordance with the ILO's rules and regulations.

11. Act as Human Resource (HR) Representative Focal Point for BW Indonesia and coordinate with HR ILO Jakarta and the HR BW Global on a full range of personnel services.

12. To set up the financial management systems for the BW Indonesia and the area offices, include the preparation of BW Indonesia's financial management systems as an independent entity.

13. Assess and set up the business administration of the BW Indonesia related to income tax, VAT and other related taxes (if any). Assist the CTA in dealing with the related Government authorities.

14. Supervise the work of support staff.

15. Perform other duties as may be assigned by the CTA.

Education – Diploma from a commercial college with formal training in accounting and/or finance.

Experience – Seven years of general accounting, clerical and administration experience.

Competencies:

Ability to operate adding and calculating machines.

Ability to work with word processing, email and spread sheet software, as well as computer software packages required for work. Experience with Oracle applications or another major ERP (e.g. SAP, PeopleSoft, JD Edwards) would be a definite asset.

Ability to prepare reports and to draft correspondence. Thorough knowledge of financial rules and regulations, and accounting principles and practices.

Excellent knowledge of the accounting and finance procedures and regulations of the office.

Demonstrated ability to apply finance and accounting methods and good analytical skills.

Ability to communicate effectively both orally and in writing.

Ability to deal with clients and to respond to their queries.

Ability to work in a team, work under pressure, good organizational and supervisory skills.

Ability to work with confidential material, excellent time management skills and

Must demonstrate responsible behaviour and attention to detail.

Ability to work and communicate with people in a polite, courteous and cooperative manner.

Must display high standards of ethical conduct, demonstrate honesty and integrity, also ability to reason and make sound judgements.

Nationality

Indonesia

Written Examination and Interview

Prospective candidates will be required to sit in a written examination and take part in an interview.

Statement of Competencies – All applicants must fill in and submit the Statement of Competencies (template is attached). The statement should explain to the selection committee how your skills and experience show you have the relevant competencies. Applicants who do not attach this statement will not be considered for the interview.

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:

The ILO promotes opportunities for women and men to obtain decent and productive employment in conditions of freedom, equity, security and human dignity

Reviewed by RHRD, RO-Bangkok

14 June 2012

GS-7 Finance and Administrative Assistant_Jakarta

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