Grade: G5  
Vacancy no.: DC/JAKARTA/GS/2024/16 Publication date: 6 November 2024 Application deadline (midnight local time): 19 November 2024 
Job ID: 12521  Department: RO-Asia and the Pacific  Organization Unit: CO-Jakarta  Location: Jakarta  Contract type: Fixed Term  
Contract duration: 12 month  
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 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.     📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐  
  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖! 
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. . Advantages  Ability to independently manage a web platform (e.g. HTML) Ability to independently coordinate, plan, manage and produce communication activities (e.g. visual/audio materials, outputs through communication channels etc). Ability to use software to produce communication materials (e.g. InDesign, Photoshop, Canva etc.).   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.  






    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟰! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟰 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗜𝗢𝗠, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀!  🌐   





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