Finance and Administrative Assistant, TRIANGLE Partnerships

The Finance and Administrative Assistant will provide a range of day-to-day operational, financial and administrative support services under the TRIANGLE partnership programme in Malaysia, ensuring efficient, effective and client-oriented service delivery.

Responsibilities

• Assist the NPC in the implementation of the programme by supporting development and monitoring of budgets for programme activities in Malaysia.
• Ensure conformity with ILO policies and programming guidelines and country/action programs, and Office procedures and practices.
• Coordinate with programme partners to monitor 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, ensuring correctness and appropriateness of contract types and supporting documents.
• Prepare correspondence to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submission to the Finance Unit.
• Provide administrative and financial backstopping and guidance for project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with relevant ILO staff on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
• Prepare recurring and special reports for donor reporting, budget preparation, audits or other reasons.
• Provide support in the preparation and running of workshops and meetings.
• Perform and/or coordinate general administrative duties such as attendance and leave recording, office space, registry, inventory and procurement matters.
• Perform other duties as assigned by the supervisor.

Requirements

• Completion of secondary school education with formal training in accounting and/or finance and administrative field.
• Five years of progressively responsible financial and administrative work, and training in an administrative field.
• Excellent knowledge of the working language of the duty station and a good knowledge of English.
• Knowledge of general office support and operational areas.
• Awareness of the nature of ILO programme and activities.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Efficiency in providing administrative support for the organization of meetings and other events.
• Ability to search, retrieve and compile information from various sources.
• Ability to adapt quickly to new software and systems.
• Drafting skills.
• Analytical skills and attention to detail.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Skills

• Accounting
• Finance Administration
• Office Support
• Microsoft Office Suite
• Meeting Organization
• Information Retrieval
• Software Adaptation
• Drafting
• Analytical Skills
• Attention to Detail
• Confidentiality Management
• Interpersonal Skills
• Multicultural Work Environment
• Gender Sensitivity

Languages

English, Malay