Admin and Finance Assistant

Indonesia has joined the rank of middle-income countries. It is expected that the growing middle-class and their consumption continue to boost the aggregate demand, generating room for employment and wage growth. At the same time, Indonesia has been losing its competitiveness as a low-cost producer in the region. As the production gradually shifts to higher value-adding products and adopts labour-saving technologies, adjustments in the labour market are inevitable. Further, adjustment of labour input occurs frequently in the sectors that face fast changing consumer demand. In this light, mitigating the impact of such structural changes and labour adjustments on workers and facilitating the shift of affected workers from declining to emerging sectors are a top policy priority.

Unfortunately, the existing mechanisms fail to protect workers effectively in cases of job losses. Given a lack of employment insurance, severance pay and withdrawal of old-age saving (JHT) are main income protection against unemployment. However, severance pay is not often provided due to low compliance, especially in cases of insolvencies. Withdrawal of JHT reduces income security in retirement. While public employment services and re-training of workers are expected to help shift workers from one job to another, or from a declining sector to an emerging one, their capacity is rather modest in providing much needed services to jobseekers and incumbent workers whose jobs are at risk. If the unemployed cannot find a new job soon and afford a long period of joblessness, they are pushed into the informal economy. In addition, some of them may risk poverty particularly when their financial buffer against unemployment is thin. Socio-economic welfare of family members of the unemployed is affected including child education and access to health care.

Against this backdrop, the ILO will implement a 2-year project to strengthen the protection against unemployment in Indonesia. The project will provide technical assistance to the government and social partners on employment insurance and broader social protection reform, generate a training package for public employment service staff, and create training programmes on digital skills. The project responds to the request of the government and social partners.

The project team will consist of one half-time international Social Protection technical officer (P3), one National Project Officer on Social Protection (NO-B), one National project Officer on Active Labour Market Policy (NO-B), one Communication Officer (NO-A) and one administration and financial assistant (GS-5). The project will receive overall guidance from the Country Director of the ILO Jakarta office.

The Position

The Administrative and Finance Assistant (G5) is responsible for providing administrative and financial support to the Project team and will report to the ILO Employment Specialist of the CO Jakarta.

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 authorization form for project staff and input the claims in the system.
4. Calculate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget rephasing.
5. Responsible for procurement process, i.e. project supplies and equipment’s.   Arrange for control of distribution and establish/maintain appropriate inventory records.
6. Prepare Letters of Agreement, Service contracts and external collaborator contracts for approval of the Office;
7. Check and verify  financial reports submitted by the project implementing agencies and/or project partners
8. 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.
9. Organize meetings, project activities/events and project missions as indicated in the project implementation plan and under the guidance of the Project Coordinator.
10. Prepare routine project correspondence including supporting documents to contracts and reports adhering to ILO requirements.
11. Maintain follow-up system, and draw attention of the supervisor to matters requiring immediate and/or personal attention

12. Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the SEA Fisheries Project.

13. Perform other duties as may be assigned by the Project Coordinator.

Completion of secondary school education with formal training in accounting and/or finance and administrative field.

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.

Excellent English and Bahasa Indonesia.

1. Good knowledge of the financial and administrative principles and practices.
2. Good administrative skills to provide administrative support.
3. Knowledge of accounting and finance procedures and ability to maintain financial records and prepare clerical reports and statements accurately.
4. 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.
5. Ability to work Microsoft Office programmes (Word, Excel, PowerPoint, E-mail)   required for work.
6. Ability to prepare preliminary reports and to draft correspondence.
7. Ability to deal with a range of staff and to respond to their queries.
8. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-   discriminatory behaviour and attitudes.

1. Ability to organize own work
2. Ability to take initiatives
3. Ability to work as member of a team
4. Ability to perform under pressure
5. Ability to work and communicate with all colleagues in a courteous and cooperative manner, address visitors and project partners with tact and diplomacy
6. 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,
7. Must demonstrate responsible behaviour and attention to detail