Finance and Administrative Assistant, TRIANGLE Partnerships

Organizational Context

TRIANGLE Partnerships for Fair and Effective Labour Migration in ASEAN (TRIANGLE Partnerships) is a five-year (2026-2030) regional labour migration programme funded by the Australian Department of Foreign Affairs and Trade (DFAT) and the Swiss Agency for Development and Cooperation (SDC). It aims to ensure that ASEAN migrant workers’ access to skills development and protection is strengthened, and the effectiveness of regular labour pathways is enhanced, increasing the development impact of labour migration. The programme has a regional scope with a focus on the Association of Southeast Asian Nations (ASEAN). Country level programming will be pursued in eight countries including Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Thailand and Timor Leste. 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, in an efficient, effective and client-oriented manner. Reporting lines The Finance and Administrative Assistant will work under the overall supervision of the Deputy Regional Director (DRD) of the ILO Regional Office for Asia and the Pacific (ROAP) who oversees the ILO Malaysia portfolio, the Senior Financial and Administrative Officer of the ILO Project Office for Malaysia and/or the ILO Regional Office, and the immediate technical and administrative supervision of the National Project Coordinator (NPC) for TRIANGLE Partnerships in Malaysia. Additional support will be provided by the Senior Programme and Partnership Officer (SPPO) of ROAP, TRIANGLE’s Financial and Administrative team based in Bangkok, Chief Technical Advisor (CTA) of the TRIANGLE Partnerships programme.

Job Purpose

TRIANGLE Partnerships for Fair and Effective Labour Migration in ASEAN (TRIANGLE Partnerships) is a five-year (2026-2030) regional labour migration programme funded by the Australian Department of Foreign Affairs and Trade (DFAT) and the Swiss Agency for Development and Cooperation (SDC). It aims to ensure that ASEAN migrant workers’ access to skills development and protection is strengthened, and the effectiveness of regular labour pathways is enhanced, increasing the development impact of labour migration. The programme has a regional scope with a focus on the Association of Southeast Asian Nations (ASEAN). Country level programming will be pursued in eight countries including Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Thailand and Timor Leste. 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, in an efficient, effective and client-oriented manner. Reporting lines The Finance and Administrative Assistant will work under the overall supervision of the Deputy Regional Director (DRD) of the ILO Regional Office for Asia and the Pacific (ROAP) who oversees the ILO Malaysia portfolio, the Senior Financial and Administrative Officer of the ILO Project Office for Malaysia and/or the ILO Regional Office, and the immediate technical and administrative supervision of the National Project Coordinator (NPC) for TRIANGLE Partnerships in Malaysia. Additional support will be provided by the Senior Programme and Partnership Officer (SPPO) of ROAP, TRIANGLE’s Financial and Administrative team based in Bangkok, Chief Technical Advisor (CTA) of the TRIANGLE Partnerships programme. - 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. 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 follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the NPC and, where necessary the Country Director and the CTA, 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. - 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. - Consult with relevant staff of the ILO Project Office for Malaysia and/or the ILO Regional Office 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. - Provide support in the preparation and running of workshops and meetings. - 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 duties as assigned by the supervisor.

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. 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 follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the NPC and, where necessary the Country Director and the CTA, 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. - 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. - Consult with relevant staff of the ILO Project Office for Malaysia and/or the ILO Regional Office 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. - Provide support in the preparation and running of workshops and meetings. - 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 duties as assigned by the supervisor.

Work Experience

Five years of progressively responsible financial and administrative work, and training in an administrative field.

Skills

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. In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires: - 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.

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