Finance and Administrative Assistant, RVC II

Introduction

Drawing from the ILO’s extensive experience in technical cooperation initiatives on the promotion of decent work in the Lao economy and partnerships with tripartite constituents, the project “Building Responsible Value Chains in Asia through the Promotion of Decent Work in Business Operations – Phase II”, is implemented in the context of an increasing demand on companies to respect human rights and labour rights in their operations, and to promote respect for such rights in their supply chains, including by conducting due diligence. At the same time, there is recognition that many of the challenges and opportunities associated with making sustainable changes in global supply chains relate to structural and systemic issues at the national level that require collective action beyond what an individual company or the private sector can achieve on its own. 

The Building Responsible Value Chains in Asia through the Promotion of Decent Work in Business Operations – Phase II is funded by the Japanese Ministry of Economy, Trade and Industry (METI), covers the following countries: India, Lao PDR, Malaysia and Japan. Using the ILO Tripartite Declaration of Principles concerning Multinational Enterprises and Social Policy (MNE Declaration) as a framework for action, this programme aims at putting in place supportive measures to accompany enterprises’ efforts to promote compliance with national laws and respect for the principles of international standards, to promote human rights and labour rights in supply chains; and enhancing capacity, dialogue and collaboration among the ILO constituents and relevant stakeholders in the programme countries to foster an enabling environment for sustainable and responsible business practices and decent work. The ultimate objective is to promote inclusive, responsible and sustainable enterprises and decent work in supply chains in the specified sectors in the programme countries in Asia.

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The Finance and Admin Assistant will support the implementation of the project activities in Lao PDR under direct supervision of National Project Coordinator.  As a team member, the incumbent provides a range of operational and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level, requiring correct application of established rules, regulations, policies, procedures and guidelines to recommend an appropriate course of action in the assigned area(s). 

The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of applicable standards. Internal contacts are with staff and managers in the ILO Country Office for Lao PDR (based in Bangkok and Vientiane), other ILO projects in Lao PDR, as well as the Regional Office for Asia Pacific to provide operational and administrative support and to exchange information on specialized processes and procedures for the delivery of services. The incumbent liaises with diverse organizational units to initiate requests, obtain clearances, process and follow up on administrative actions. External contacts are primarily with ILO constituents and partners in Lao PDR to support the implementation of the project and follow up on pending issues. The incumbent also liaises with local service providers to follow up on pending issues.

Reporting lines

The Finance and Admin Assistant works under the supervision of National Project Coordinator of the Lao component of the Building Responsible Value Chains in Asia through the Promotion of Decent Work in Business Operations (Phase II) and will receive guidance from the Regional Office for Asia and the Pacific. Supervision received is focused on the timeliness of process execution and the quality of outputs. 
 

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. Provide informal translations where necessary.
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. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. 
12. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions related to the project implementation. 
13. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. 
14. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters. 
15. 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.

Experience

At least five years of progressively responsible financial and administrative work. Familiarity with UN administrative and financial procedures is an advantage. Experience working with an international or intergovernmental organizations, development partners, or development projects is preferred.

Languages

Excellent knowledge of English and Lao both in writing and speaking. 
 

Competencies

• Understanding of, and ability to work in accordance with 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. 
• Awareness of the nature of ILO programme and activities.
• 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.