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Finance and Administrative Assistant

Fixed-term
at 
Location:
Kuala Lumpur, Malaysia
Level:
Mid level
Posted date:
August 29, 2022
Close date:
September 5, 2022
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Job Description

Grade: G5

Vacancy no.: DC/KUALA LUMPUR/GS/2022/02
Publication date: 23 August 2022
Application deadline (midnight Bangkok time): 5 September 2022

Job ID: 9284
Department: RO-Asia and the Pacific
Organization Unit: RO-Asia and the Pacific
Location: Kuala Lumpur  
Contract type: Fixed Term

Contract duration: One year (with possibility of renewal)

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. The entry level salary for this position is Ringgit52,497.-yearly.

Introduction

The ILO collaborates with the Malaysia’s Social Security Organization (SOCSO) in 2022-2023 with a focus on conducting the feasibility study on policy measures to support the local workforce into employment. The project aims to deliver knowledge outputs and international knowledge sharing events, which can be subsequently used to strengthen the capacity of SOCSO to deliver as public employment services and to support a review of its programmes and policies for employment.

The ILO also implements the Young Futuremakers Malaysia project in Malaysia in 2022-23 with a focus on promoting employability of young women in science, technology, engineering, and mathematics (STEM). The project takes an integrated approach in supporting the employability of young workers as well as technical vocational education and training TVET trainees and graduates. It aims at (i) providing up/reskilling training opportunities, especially for young women, with a focus on demand-driven tech-oriented STEM and core skills towards their career advancement and (ii) supporting TVET graduates’ labour market transition through employment services.

The Finance and Administrative Assistant will work under the supervision of the National Coordinators of these two projects.

Description of Duties

1. Provide Finance and Administrative support to the project management, and to the National Project Coordinators (NPCs)

2. Provide secretarial and/or organizational support services to project workshops and meetings held in Malaysia. Also, calculate and compile cost estimates, and participate in budget analysis and projections as required by the NPCs.

3. Assist in the preparation of External Collaboration and Service Contracts for project partners and implementing agencies in line with ILO requirements, for approval from the National Project Coordinators. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.

4. Prepare routine correspondence to verify data, answer queries and obtain additional information, follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the National Project Coordinators to matters requiring immediate attention.

5. Receive visitors, place and screen telephone calls, arrange meetings as necessary, and respond to routine requests for information.

6. Assist in making travel arrangements, including visa processing and hotel reservations, by preparing relevant administrative forms.

7. Make arrangements for the procurement, shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.

8. In coordination with the Regional HR Unit, assist staff members and their dependents by processing requests for visas, identity cards, driving licenses, and other necessary administrative documents in accordance with the requirements of the ILO and Malaysian Government.

9. Assist in reviewing financial statements, receipts and financial reports from implementing partners, and provide guidance to implementing partners on the preparation of these documents.

10. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

11. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

12. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.

13. Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.

14. Perform other duties as assigned by the National Project Coordinators of the two mentioned projects.

Required qualifications

Education

Completion of secondary school education with training in administrative field.

Experience

Five years of progressively responsible clerical and administrative work, and some training in an administrative field.

Languages

Excellent knowledge of English and Bahasa languages.

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 judgments.
•    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 (https://jobs.ilo.org). 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.

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