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Administrative and Finance Assistant - G5(Skills Project)

Hanoi

  • Organization: ILO - International Labour Organization
  • Location: Hanoi
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
    • Labour Market Policy
    • Project and Programme Management
  • Closing Date: Closed

 

Grade: G5  

Vacancy no.: DC/HANOI/GS/2022/01
Publication date: 27 January 2022
Application deadline (midnight local time): 15 February 2022

 

Job ID: 7403 
Department: RO-Asia and the Pacific 
Organization Unit: CO-Hanoi 
Location: Hanoi   
Contract type: Fixed Term 

Contract duration: 12 months starting as soon as possible 

 

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

 

To achieve the goal of decent work for all in Viet Nam, the ILO Country Office in Viet Nam operates through the Decent Work Country Programme (DWCP), which is the main vehicle for delivery of ILO support in the country. Three main priority areas are identified: (i) Employment and Sustainable Enterprise Development (ii) Social Protection for all (iii) Labour Market Governance. the ILO Office works in close partnership with the Government of Viet Nam, in particular its technical line ministry, MOLISA and social partners, the employers’, and workers' organizations. A new Vietnam and ILO DWCP for 2022-2026 is being reviewed and appraised by Vietnamese constituents and is an integral part of the UNSDCF for the same period.

 

Within the context of the DWCP, the project will be linked to the Outcome 5 of the ILO Programme and Budget (P&B) for 2022-2023 on skills and lifelong learning to facilitate access to and transitions in the labour market. It will contribute directly to increase the capacity of the tripartite constituents to identify current skills mismatches and anticipate future skill needs (P&B Output 5.1) as well as to strengthen inclusive skills and lifelong learning policies, governance models and financing systems (Output 5.2). The project will also promote collaboration with national institutions involved in other initiatives, in particular the Strategy for Textile and Footwear Industry, to ensure policy coherence and synergy with other policies and strategies in the sector.

 

Reporting lines

                            

The Administrative and Finance Assistant works under the direct supervision of the National Project Coordinator who reports on all administrative and finance matters to the Director of the ILO Office in Hanoi. He/she assists the National Project Coordinator in support of the smooth functioning of the program/project. He/she will work in close collaboration with other project team members and other related programmes/projects of the Country Office as required.

Description of Duties

 

Administrative tasks:

 

  1. Take responsibility for all day-to-work administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation etc. to ensure that timely administrative support is provided in general and particular areas.
  2. Arrange appointments for the supervisor, project consultants and ILO officials, receive visitors, respond to requests for information, maintain office records and reference files on all project and related activities, send and receive e-mails and fax correspondence.
  3. Provide secretarial and administrative/financial supports for organizing workshops and trainings organized by the project’s partners.
  4. Type a wide variety of correspondence reports, papers and documents using computerized systems. Draft non-routine correspondence and responses and ensure follow-up action.

 

Financial tasks:

 

  1. Liaise with relevant partners’ focal points on administrative and financial matters; Review partner’s financial reports/invoices to ensure in compliance with ILO’s financial regulation and requirements, with particular attention and necessary guidance/support made to the partners.
  2. Code and record receipts and payments verify the accuracy of calculations and the completeness of supporting documents and maintain a continuing status of allotments against obligations.
  3. Classify and assign budget codes, verify and process claims for payment, and check vouchers, prices, and claims invoices.
  4. Check and correct accounting information files (computerized and/or manual) and identify incorrect data. Enter financial data into computer and print financial reports.
  5. Prepare and modify budget data based on requests such as budget proposals, budget revisions, and budget rephrasing; calculate cost estimates and projected budget requirements and assist in the preparation of budget statements of the area of assignment.
  6. Provide guidance to project partners in Viet Nam on the ILO financial system as well as administrative and financial reporting procedures.
  7. Assist with preparing contracts and processing of project’s payments
  8. Maintain project financial transactions and reporting systems in accordance with the ILO financial rules and regulations
  9. Perform other duties as assigned by the supervisor and the CO Director.

Required qualifications

Education

 

Completion of secondary education and secretarial or administrative training or other relevant post tertiary training.

Experience

 

At least 5 years of administrative experience. Experience in working with development projects at the national or international level in the UN system as well as experience in working on skills development would be an advantage.

Languages

 

Excellent command of English and Vietnamese.

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 clerical accounting reports and statements.
  • Must demonstrate responsible behaviour and attention to detail.
  • Ability to deal with confidential matters with discretion.
  • Must display high standards of ethical conduct.
  • Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
  • 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 clarify information.
  • Ability to deal with people with tact and diplomacy
  • 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.

This vacancy is now closed.
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