Finance and Administrative Assistant

International Labor Organization

Jakarta, Indonesia

Experience: 5 to 10 Years

Skill Required: Accounts and Finance

The ILO, as a part of a consortium of 6 development agencies, is embarking on a project to support and accelerate a Just Energy Transition (JET) away from coal to renewable energy and other sustainable economic activities in the global south, contributing to a timely reduction of GHG emissions from coal. Focusing on the required economic transformations in coal regions, the project will be working with government, industry, unions, communities, civil society and academia to spur localized pathways to low-carbon and climate resilient energy systems and sustainable and just local economies and jobs. It builds on the core elements: social dialogue and stakeholder engagement, impact studies, transformational measures and coherent policy changes. The overall objective of the project is to plan and implement a just energy transition plans away from coal and towards a low carbon energy system, consistent with the Paris Agreement and the ILO Just Transition Guidelines.

In Indonesia, the overall consortium project of which the ILO project is part of aims at supporting the development of Just Energy Transition plans coal regions in East Kalimantan and South Sumatra. The regional transition pathways and plans will be developed in an institutionalized participatory and informed social dialogue and stakeholder engagement framework, that build on the involvement and empowerment of works and local communities, the assessment of the structural economic transformation potential and scenarios and its climate, environmental, social and human right impact. The project will work with local authorities to ensure that a coherent plan and policy framework to support the transformation, especially on labour market and social security aspects is developed and integrated into public policy. Further, the design and piloting of concrete transformational measures for the green economic transformation of the coal regions, is supported, focusing on new business opportunities of green SME and skill development.

The Just Transition processes and transformational measures implemented in the target regions in Indonesia will serve as an inspiration for other coal regions globally and possibly also other sectors beyond coal in which the pathway towards a zero-carbon economy will require individually adapted Just Transition approaches.

The project will operate with a core staff of two people comprising a National Project Coordinator (NPC), and an administrative finance assistant.

Reporting Line:

The  Admin/Finance Assistant will report to the National Project Coordinator and will work in close collaboration with the office in Jakarta, Bangkok and Geneva.

The incumbent will be based in the ILO Jakarta Office, and will report to the National Project Coordinator. Under the direct supervision of the NPC, the Admin and Finance Assistant will be responsible for providing administrative and financial support to the JET Project in Jakarta.

Description of Duties:

  • Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.
  • Provide secretarial and administrative support in for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, following-up, compilation and distribution of working documents and other material.
  • Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, security and other required clearances.
  • Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
  • Responsible for procurement activities of the project for services, project supplies, equipment and other logistic requirements.  Includes request for quotations, preparation of comparative matrix, and preparation of service & excol contracts following ILO guidelines, donor’s rules and approved formats.
  • 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.
  • Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions.
  • Consult with Finance Unit and project team 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.
  • Maintain and update programme and project databases and filing system on the project.  Prepare routine financial data and statements for the project-related activities. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures, including project equipment inventory.
  • Perform other duties as assigned by the supervisor.

Required qualifications:


  • Completion of secondary school education and some training in administration and finance.


  • At least five years of experience in administrative and finance-related work. Previous work experience in the UN/international organizations will be considered an advantage.


  • Must be fluent in both spoken and written English and Bahasa Indonesia.