Administrative and Finance Assistant

Administrative and Finance Assistant (AFA- ENHANCE PROJECT)

Grade: G5 
Vacancy no.: DC/HANOI/GS/2019/08
Publication date: 17 Jun 2019
Application deadline (midnight local time): 30 Jun 2019
Job ID: 1501
Department: RO-Asia and the Pacific
Organization Unit: CO-Hanoi
Location: Hanoi  
Contract type: Short Term
Contract duration: 8 months

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.

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. 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

In partnership with MOLISA as the key Government of Viet Nam partner, and its Bureau of Child Protection and Care as implementing focal point, the project “Enhancing National Capacity to Prevent and Reduce Child Labour in Viet Nam” will engage with a wide range of government, social partners and civil society in its implementation.

The Project’s overall development objective is to build a comprehensive and efficient multi-stakeholder response for the prevention and reduction of child labour in Viet Nam.  Placing capacity building for sustainable solutions at the heart of its interventions, the Project will deliver interventions under three mutually reinforcing components to achieve the following immediate objectives:

Increased capacity of national institutions and stakeholders to identify, monitor and respond to child labour, as part of the promotion of international labour standards.

• Raised awareness of child labour, the associated hazards and prohibitions against it among all levels of society.
• Implemented and documented direct intervention models for preventing and withdrawing child labour in selected geographical areas and sectors.

The Administrative and Finance Assistant will report to the National Project Manager (NPM) through the Senior Administrative/Finance Assistant and will work in close collaboration with the project team, programme unit, Operations Unit, and other projects of the Country Office as required. Under the supervision of the Senior Administrative and Finance Assistant, the incumbent will perform project assistant tasks. The work is carried out within the rules and regulations of the ILO and close working contacts are maintained with the Regional Office for Asia and the Pacific and with ILO Headquarters as and when required.

Description of Duties

• Provide administrative support to activities undertaken by the implementing partners and prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.
• Draft routine correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
• Perform administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc and provide logistics arrangements for conferences, seminars, workshops and meetings.
• Assist the Senior Administrative and Finance Assistant (SAFA) in the preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities.
• Assist the SAFA in maintaining an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and rephasing.
• Assist the SAFA in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance related briefing materials for the NPM for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the NPM and the Senior Administrative and Finance Assistant for the preparation of the submission.
• Assist the SAFA in providing information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the NPM and the Senior Administrative and Finance Assistant of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner.
• Provide formal translation when required.
• Process IRIS POs including preparing, getting approval, making payments and closing.
• Perform other duties as may be assigned by the NPM, the SAFA and/or the Country Director.

Required qualifications

Education

• Completion of secondary education.

Experience

• Five years of progressively responsible clerical and administrative work, and some training in an administrative and financial field. Proven experience of implementing technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.

Languages

• Excellent command of both English and Vietnamese.

Competencies

• Knowledge of administrative and financial policies and procedures
• Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.
• Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good knowledge of accounting principles and practices
• Ability to prepare preliminary reports and to draft correspondence.
• Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner
• Ability to organize own work and to work independently as well as work in a team
• Ability to work under pressure and to meet the deadline
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Must demonstrate responsible behaviour and attention to detail

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures. 

External candidates must create an account for online application
https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=1501&compa...

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.