Introduction

The project ‘Trade and FPRW in Indonesia: Realizing trade gains free from gender discrimination and child labour (RealGains) is a project of 3-years duration, funded by Employment and Social Development Canada (ESDC) and implemented by the International Labour Organization (ILO). This project is designed to enhance compliance with Fundamental Principles and Rights at Work (FPRW) in Indonesia’s export industry, notably in garments, footwear and palm oil as well as lithium battery manufacturing – the latter an emerging industry that the Indonesian Government aims to expand as part of its economic growth strategy. Within the context of strengthening the enabling environment for trade and investment and in light of the upcoming Canada-Indonesia Comprehensive Economic Partnership Agreement (CEPA), it focuses on addressing persistent FPRW deficits, particularly regarding gender-based discrimination and child labour in order to protect the rights and well-being of women and children during trade expansion and economic growth. This shall be achieved through work under three outcomes:

• Outcome 1: Women workers in export-oriented footwear industries and palm oil production have access to measures that promote gender equality and a safe, healthy and respectful working environment (regional focus: Banten, West and Central Java [footwear] and North and South Sumatra and West and Central Kalimantan [palm oil].
• Outcome 2: The national framework to eliminate child labour – through improved prevention, enforcement and monitoring practices – has been strengthened.
• Outcome 3: Worker protection in export-oriented footwear, palm oil and lithium battery production has improved through strengthened capacities and mechanisms that address FPRW deficits and resolve labour disputes (regional focus: Banten, West and Central Java [footwear], North and South Sumatra and West and Central Kalimantan [palm oil] and Karawang, West Java [lithium battery production]).

.

Additionally, RealGains will build on the achievements of the project “Strengthening Industrial Relations in Indonesia (SIRI)” (IDN/22/01-CAN) by enhancing further the capacity of trade unions to handle grievances, promote gender equality in union leadership structures and engage in dialogue and negotiations. Their increased knowledge and skills on these topics will contribute to the achievements of results across project outcomes, including prevention and handling of gender-based discrimination at work, the elimination of child labour, improved access for workers to their rights, and the strengthening of FPRW in export-oriented industries at large.

Reporting Line

The Administrative and Finance Assistant is responsible for assisting the Trade and FPRW in Indonesia: Realizing trade gains free from gender discrimination and child labour (RealGains) project team in executing procurement, finance, accounting and any other administrative matters. The Admin and Finance Assistant will be under the daily supervision of the NPC and work in coordination with the Administration and Finance Units of the ILO in Jakarta and Bangkok.

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;
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. Perform liaison duties with Government Ministries and Constituents for the project activities, including meeting, seminar, workshops, and campaign.
12. Prepare routine correspondence including supporting documents to contracts and reports adhering to ILO requirements.
13. Maintain all administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the Project.
14. Perform other duties as assigned

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

• At least five years of progressively responsible work in project finance/administration, preferably in a UN context or with an international organisation
• Knowledge of the ILO financial, administrative rules, regulations and procedures is a distinct advantage

.

Languages

Excellent command of Bahasa Indonesia, and good command of English.

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.