Finance and Administrative Assistant - Baghdad

Introduction

The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. The only tripartite U.N. agency, the ILO brings together governments, employers and workers representatives of 187 member States, to set labour standards, develop policies and devise programmes promoting decent work for all women and men. Today, the ILO Decent Work agenda helps advance the economic and working conditions that give all workers, employers and governments a stake in lasting peace, prosperity and progress.

The ILO Projects’ Office in Iraq is composed of 30 staffs based in Baghdad and Erbil working on a range of projects under a Decent Work Country Programme, agreed with the Government of Iraq and Social Partners. The DWCP covers all aspects of the ILO mandate from Employment to Labour Standards, Social Protection and Social Dialogue.

The ILO portfolio in Iraq has recently grown, there is a need for additional Administrative and Financial support (a) to ensure ILO rules and Regulations are applied systematically across and within projects, at the same (b) that workflows and processes are implemented in a timely manner in order to ensure a smooth implementation of activities. (c) support the operations support unit composed of finance and administrative assistants, local security assistants and drivers.

Reporting lines:

The Incumbent will be providing these services to all projects currently being implemented in Iraq. The Finance and Administrative assistant will report to the Operations Officer based in Baghdad, and work in close coordination with operations support unit team, Project Managers, C/RAS and the Financial and Administrative unit in the Regional Office for Arab States.

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.

3. 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 concerned officials to matters requiring immediate attention.

4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.

5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.

6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.

Description of Duties (continued)

7. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.

9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.

10. Provide support, when necessary, in the preparation and running of project workshops and meetings.

11. Provide support services to the Iraq Country Coordinator by preparing, drafting and finalizing general and administrative correspondence and undertaking quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. The provision of informal translations is also needed.

12. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of progressively responsible financial and administrative work.

Languages

Excellent knowledge of English and Arabic

Competencies

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:

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).

Competencies (continued)

• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. 

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.