Introduction

The project “Managing a decent future of work together – Asia-Pacific, EU and ILO promoting international convergence for higher labour standards” is a collaborative initiative between the European Union (EU) and the International Labour Organization (ILO). With a budget of 5 million Euros for a period of four years, this EU-funded project sets out to address the challenges and opportunities arising from megatrends such as new technologies, demographic shifts, climate change and changing trade patterns, which are significantly impacting decent work opportunities. This project aims to stimulate mutual learning on these common challenges and create opportunities to promote the adoption and effective implementation of international standards and policies in line with shared values. The project focuses on high- and middle-income partner countries in the Asia and the Pacific region, notably Japan, Republic of Korea, Singapore, Australia, New Zealand, Palau, India, Malaysia and Thailand, with possible activities also in Brunei. With its focus on social justice and labour protection, the action seeks to increase resilience of the EU and partner countries to future health crises, energy crises, economic crises (which could disrupt trade), as well as security crises.

The project’s outputs include research and policy dialogues on megatrends with a view to enabling policy shifts towards ensuring more decent work in the EU and in Asia/Pacific, provision of technical support to promote and facilitate the adoption and/or the implementation of relevant ILO Conventions, as well as enhancing knowledge and understanding among relevant actors of the implications of the megatrends on the world of work and the possible coping mechanisms through communication and advocacy.

Working with national public institutions, social partners, and research institutes, the project activities will include conducting joint research, organising policy dialogues, workshops, seminars, undertaking capacity development through practical trainings, and developing new tools and knowledge products for social partners and enterprises.

Reporting lines

The incumbent will report to the Project Manager.

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.
4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.
7. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
10. Provide support, when necessary, in the preparation and running of project workshops and meetings.
11. Perform other relevant 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. A first level degree will be considered as an advantage.

Experience

At least five years of progressively responsible financial and administrative work.

Languages

Excellent knowledge of English and good working knowledge of a local language of the duty station.

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.