Finance and Administrative Assistant

INTERNATIONAL LABOUR ORGANIZATIONS

Working together to make Decent Work a global reality

The ILO Office in Vietnam invites applications from Vietnamese nationals for the positions below: The responsibilities and tasks of the position will be carried out within the ILO results-based management system and in line with ILO rules and regulations.

Finance and Administrative Assistant - GS5

ILO/Luxembourg Project “Support to the Extension of Social Health Protection in South-East Asia”
(RAS/17/09/LUX)
ILO Country Office for Viet Nam, 48-50 Nguyen Thai Hoc, Ba Dinh, Ha Noi

Today nearly 73% of the world’s population lacks access to adequate social protection coverage. In low-income countries an estimated 90% of people have no financial protection against catastrophic health expenditures. Globally, about 39% of the population is lacking such coverage. As a result, about 40% of health expenditures globally are shouldered directly by the sick and their families. Countries in Southeast Asia, including Lao PDR, Myanmar and Viet Nam, are no exception to this global trend.

The importance and potential of social protection in reducing poverty and inequalities and contributing to a more inclusive and sustainable economic development is recognized in the Sustainable Development Agenda. Financial health protection is recognised as one contributing factor to reach universal health coverage, one of the targets under SDG3 on healthier lives.

The “Support to the Extension of Social Health Protection in South-East Asia” aims at increasing financial health protection in the three target countries Lao PDR, Myanmar and Viet Nam under the overall umbrella of national strategies towards UHC and the global development agenda including ILO’s Flagship Programme on Social Protection Floors. Under the regional component of the Project, a regional facility providing a platform for exchange, joint research and regional training opportunities for experts, academic institutions and practitioners in the area of social health protection, will be established. At country level activities will be aligned with national social health protection strategies and complement initiatives of other development partners. As a component of the Global Flagship Program strong links with the flagship programme will ensure efficient use of already developed tools, coordination with other social protection interventions and a solid yet country adapted approach built on best practices for enhanced impact. The Project will have a total duration of 42 months including an inception phase of 6 months that will be used to agree with national stakeholders and the donor on a detailed work plan for each country; as well as for a better definition of the regional component.

The Finance and Administrative Assistant will be responsible for providing wide range of finance and administrative support to the Project Team. The position is located in the ILO Country Office, Hanoi. The work is carried out following strictly the administrative and financial rules and regulations of the ILO.

Reporting lines

The Finance and Administrative Assistant will work under the direct supervision of the Regional Chief Technical Advisor of the Project “Support to the Extension of Social Health Protection in South-East Asia”. He/she will work in close collaboration with other project team members and other related programmes/projects of the Country Office as required. He/she will also collaborate with project offices in Lao PDR and Myanmar as required.

Duties and responsibilities

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• 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.
• Prepare correspondence on own initiative to verify data, address and answer queries and followup as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the Chief Technical Advisor and the National Project Coordinator to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
• Consult with Finance Unit and project team in Hanoi on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
• Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates, and participate in budget analysis and projections as required by the CTA and the NPC.
• Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
• Responsible for all 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. 11. Perform other duties as assigned by the supervisor.

Requirements include:

• Education Completion of secondary school education with formal training in accounting and/or finance and administrative field
• Experience Five years of progressively responsible financial and administrative work, and some training in an administrative field.
• Languages Excellent command of Vietnamese language and a good knowledge of English language.

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.

Application deadline: 17:00, Sunday, 1st July 2018

Details of the vacancies are available at the ILO Country Office for Viet Nam website: http://www.ilo.org/hanoi/Aboutus/WCMS_445482/lang--en/index.htm

The application letter together with CV should be submitted to the ILO Country Office for Viet Nam at the email address: [email protected]