1. Provide Finance and Administrative support to the MWEA Project team
2. Provide secretarial and/or organizational support services to project workshops and meetings held in Malaysia. Also, calculate and compile cost estimates, and participate in budget analysis and projections as required
3. Assist in the preparation of contracts in line with ILO and donor requirements, for approval of the Project Manager. Review and request additional information on the financial reports of implementing partners, consultants and vendors, ensuring compliance with ILO and donor rules, before submitting to the Finance Unit.
4. 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. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
5. Assist in reviewing financial statements, receipts and financial reports from implementing partners, and provide guidance to implementing partners on the preparation of these documents.
6. 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.
7. Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
8. Prepare routine correspondence to verify data, answer queries and obtain additional information, follow-up as necessary with project staff, ILO colleagues, implementing partners. Consultants and vendors. Draw the attention of the Project Manager to matters requiring immediate attention.
9. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. Maintain a project filing system.
10. Receive visitors, place and screen telephone calls, arrange meetings as necessary, and respond to routine requests for information.
11. Assist in making travel arrangements, including visa processing, transportation and hotel reservations, and release of DSA, by preparing relevant administrative forms.
12. In coordination with the Regional HR Unit, assist staff members and their dependents by processing requests for visas, identity cards, driving licenses, and other necessary administrative documents in accordance with the requirements of the ILO and Malaysian Government.
13. Make arrangements for the procurement, shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.
14. Perform other duties as assigned by the Project Manager.