Finance and Administrative Assistant, TRIANGLE Partnerships

Grade: G5

Vacancy no.: DC/KUALA LUMPUR/GS/2026/02
Publication date: 20 July 2026
Application deadline (midnight Bangkok time): 2 August 2026

Job ID: 13742
Department: RO-Asia and the Pacific
Organization Unit: RO-Asia and the Pacific
Location: Kuala Lumpur
Contract type: Fixed Term

Contract duration: One year (as of 01/09/2026), with possibility of renewal

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who are nationals of Malaysia.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

Introduction

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.

Description of Duties

1. 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.
2. 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.
3. 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.
4. 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.
5. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
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 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.
8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
9. Provide support in the preparation and running of workshops and meetings.
10. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
11. Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance and administrative field.

Experience

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

Languages

Excellent knowledge of the working language of the duty station and a good knowledge of English.

Competencies

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.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.