Administrator

Introduction

The position is located in the Project, Governance, Management and Administration Services Unit (PGMS) within the Information and Technology Management Department (INFOTEC). INFOTEC is responsible for information management and utilization of technology for the ILO.  INFOTEC provides modern, secure, and reliable IT applications infrastructure, services and technologies to enable the ILO to effectively manage information and use technology to perform its mission. The PGMS Unit provides a wide range of support such as a centralized project coordination function, project management office to systematically evaluate the business case behind project initiatives, looking at strengths, risks, costs, benefits and the total cost of ownership;  provision of management capacity for various IT projects with departmental and/or global impact.  It also performs management support unit functions such as planning and budgeting of departmental resources, execution of all business events that have financial and programmatic impact, their monitoring and report, centralized purchasing, billing and reconciliation for IT hardware, software and maintenance contracts Office-wide, and managing projections and spending of recurring fixed costs.  The Unit also leads complex cross-functional IT projects for the Office.  

The position is responsible for supporting the unit’s procurement, administration, and financial activities. Specifically, this includes supporting the centralised purchasing of laptops, overseeing the unit’s administration standard operation procedures (SOPs), and acting as the learning coordinator for the Department.

The position reports to the Business Operations Officer in the PGMS Unit. 

Specific Duties

1.    Perform the day-to-day financial administrative activities associated with the centralised purchasing of laptops for the Organization.  
2.    Monitor that the centralised PC fund is used appropriately; ensure that costs for accessories and development Cooperation-funded laptop orders are charged back in a timely fashion; provide appropriate information to the INFOTEC purchase order preparers; provide information and guidance to financial staff from ILO Offices for the annual PC renewal exercise; track and follow up on progress of orders with Offices and suppliers. 
3.    Provide guidance to the INFOTEC secretariat for procurement activities, including information for the preparation of purchase orders. Obtain, and verify supporting documentation for the creation of long-term agreements) for the Department. Collaborate with PROCUREMENT for any derogations from the terms and conditions. Register the LTA in the ILO’s Enterprise resource planning (ERP) system and monitor progress through the approval workflow for timely creation.
4.    Collect data related to outstanding purchase orders and requisitions for all INFOTEC funds. Conduct a thorough analysis of the information, compile a comprehensive report. Periodically share this report with INFOTEC management team. Perform a comparative assessment of budget allocations versus commitments for each source of funds and promptly raise any concerns with the relevant managers.
5.    Perform the financial certifying role for the departmental regular budget fund. Track and monitor the fund allocation and its appropriate usage.  Assist in the administrative backstopping for the other INFOTEC funds. 
6.    Collaborate with department managers to review and validate receipt transactions before instructing the Secretariat to enter corresponding receipts into the ERP system.
7.    Create, review and/or update internal administrative SOPs and provide guidance and training to staff as required.
8.    Assist in the preparation of the Department's Programme and Budget submission. Prepare budget estimates and expenditure forecasts for staff allocations. Provide support for entering the forecasted Programme and Budget allocations into the ERP system. 
9.    Administer staff development budget of the department and as learning coordinator, oversee the staff development activities in close consultation with department managers.
10.    Regularly monitor, forecast, and report to the PGMS Unit head on departmental staffing allocations and expenditure. Provide support in the preparation of the quarterly staff expenditure review. Collect relevant information from department managers and compile a report forecasting unspent expenditure for allocated staff funds.
11.    Perform other relevant duties as assigned.
 

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1.    Obtain, gather, assemble and develop databases on personnel, budget, financial and other administrative information and documents.
2.    Participate in the organization of conferences, seminars and meetings.
3.    Monitor activities and resources and update information.
4.    Maintain records of obligations and expenditures.
5.    Prepare periodic reports on administrative matters.
6.    Assist in the administrative backstopping of projects and participate in the development of project proposals.
7.    Prepare budget estimates and expenditure forecasts and propose allocation changes with justifications.
8.    Prepare progress reports on status of projects and work unit’s plan of activities.
9.    Supervise the work of administrative support staff.

Required qualifications

Education

First-level university degree (Bachelor’s or equivalent) in administration or other relevant field.

Experience

At least three years of experience in finance, procurement, human resources-related administrative activities or related area in a large operational support department.

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language of the Organization. 

Competencies

In addition to the ILO core competencies, this position requires:
 

Technical competencies – Good knowledge of ILO/UN administrative and financial policies and procedures. Good command of Office suite applications (particularly Excel functionalities such as pivot tables and macro development), and related business and communications tools (e.g. Jira, MS Teams). Command of financial and HR-related transactions using an ERP system.

Behavioural competencies - Ability to analyse administrative records and financial data. Ability to plan and organize work. Ability to work quickly, accurately and calmly under time constraints. Ability to communicate effectively both orally and in writing. Ability to maintain harmonious working relations. Commitment to continuous learning and developing new skills. Ability to work on own initiative as well as a member of a team.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.