Finance and Administrative Assistant

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:

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
• 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.
• 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, check payment vouchers, prices and claims invoices.
• 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.
• 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.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Provide support, when necessary, in the preparation and running of project workshops and meetings.
• 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.
• Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions related to the project implementation.
• Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required.
• Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
• 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.

Source: https://jobs.ilo.org/job/Vientiane-Finance-and-Administrative-Assistant,-RVC-II/1171686401/