ILO Indonesia is looking for a suitable candidate for the position
of Programme & Administrative Assistant. More details are as
follows:
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Vacancy No:
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Jakarta/2018/03
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Date:
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11 April 2018
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Position title:
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Programme & Administrative
Assistant
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Deadline for application:
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24 April 2018
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|
Project title:
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Realizing women migrant
workers’ rights and opportunities in the ASEAN region (SAFE & FAIR)
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Organization unit:
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ASIA/CO Jakarta
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Grade:
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GS-5
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Duty Station:
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Jakarta
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Contract type:
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FT
(Fixed Term)
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|
|
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Duration:
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12 months
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Expected
starting date:
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July 2018
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For any questions related to this post, please
contact: Ms.. Hermawaty Misnan, CO
Jakarta – hermawaty@ilo.org.
1. Introduction
SAFE & FAIR will work on
a local, national and regional basis delivering technical assistance and
support with the overall objective of making labour migration safe and fair for all women in the ASEAN region. SAFE & FAIR engages with ASEAN Member States’ government authorities; ASEAN
institutions; workers’ organizations; employers and recruitment agencies; civil
society organizations; community-based organizations; families and communities;
research institutions and academia, media networks, youth, and the general
public and will deliver programming in ten countries (Brunei
Darussalam, Cambodia, Indonesia, Lao People's Democratic Republic, Malaysia,
Myanmar, Philippines, Singapore, Thailand and Viet Nam).. The project is part of the multi-year EU-UN Spotlight
Initiative to Eliminate Violence Against Women and Girls. It is implemented by
the ILO in partnership with UN Women, led by the ILO Regional Office for Asia
and the Pacific.
2. Reporting lines:
The
Programme and Administrative Assistant will work under the supervision of the
National Project Coordinator with administrative and financial guidance
provided by the Finance and Administrative Officer – ILO office in Jakarta and
the Chief Technical Advisor (CTA) of Safe and Fair (ROAP). She / he is required to work in close
collaboration with other ILO staff members..
3. Main tasks and duties:
Specifically, the
Programme and Administrative Assistant will perform and assume the following
tasks and responsibilities:
- Assist in monitoring budget, expenditures and administrative matters of the SAFE & FAIR Project delivered through the country office.
- Prepare and process financial transactions in IRIS including contracts, travel requests, purchase orders and requisitions, external payment authorizations and others as may be necessary.
- Review monthly expenditure and process expenditures in IRIS. Prepare budget revisions and update budgets in the Financial management system (IRIS) where necessary. Prepare monthly financial reports of the Project.
- Provide advice and support on financial and administrative matters to project staff where necessary, including finance systems and processes. Ensure compliance with ILO procedures and intervene as required. Assist in the preparation of financial reports and documents.
- Assist the NPC in processing start up and implementation of action programmes and undertake the drafting of different types of contracts as well as in processing vouchers and financial clearances for these activities.
- Maintain an overview of the Project’s work s to ensure compliance with ILO procedures.
- Maintain and update project databases including project information relating to budget, expenditures and status of on-going project personnel contracts. Maintain a follow-up system; set-up and maintain an orderly filing system for the Project.
- Provide secretarial and administrative support for seminars, workshops, meetings and other activities of the Project, including preparation of invitation letters and other documents for meetings as well as logistical arrangements.
- Make travel arrangements, hotel reservations and prepare travel authorizations/claims, compile, calculate and prepare cost estimates and prepare documents and materials for missions.
- Receive and assist visitors, place and screen telephone calls and correspondences, maintain the NPC’s calendar, arrange meetings as necessary, and respond to routine queries and requests for information.
- Make arrangements for the procurement, shipment and receipt of office and project supplies, equipment and materials and household effect, including customs clearance.
- In coordination with the Regional Human Resources Development Unit, assist staff members and their dependents in processing requests for visas, identity cards, driving licenses and other necessary administrative documents in accordance with the requirements of the ILO and relevant country governments.
- Draft correspondence, reports and documents on project activities and ensure accuracy and conformity to existing standards and procedures.
- Assist the NPC in the preparation of status reports, progress and evaluation reports, and ad hoc reports required by the ILO and the donor.
- Maintain regular communication with project staff and project partners and do follow-up actions on activities as necessary.
- Perform other duties as may be required by the CTA with regards to the project.
Qualification requirements:
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 (admin and finance) experience. Familiarity with ILO administrative
procedures is preferred.
Languages - Proficiency in English and national language with good
drafting skills.
Competencies :
- Knowledge of ILO administrative and financial policies and procedures
- Excellent organizational skills
- 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) and ability to use other software packages required by the project.
- Ability to communicate effectively both orally and in writing.
- 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.
- 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 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.
INTERNATIONAL LABOUR OFFICE
Email : hrdjkt@ilo.org
Only qualified candidates will be
notified.
The ILO promotes opportunities for women
and men to obtain decent and productive employment in conditions of freedom,
equity, security and human dignity
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