Introduction

The ILO aims to play an important role in advancing a Just Transition in Bangladesh and will support the Government in implementing its commitments under the Just Transition chapter of NDC 3.0. As part of this effort, the ILO is working with the Laudes Foundation and actively building partnerships to strengthen complementary areas. Within this broader agenda, the Advancing Just Transition in Bangladesh initiative serves as a first, catalytic investment to institutionalize and implement Just Transition through a nationally anchored, multi-stakeholder platform, with sectoral roadmaps and pilot interventions that promote environmental sustainability and green decent jobs.

The incumbent will provide administrative and operational support to the project team for effective implementation of the project as per ILO guidelines and procedures. The incumbent will work under the overall guidance and supervision of the Project Coordinator, and will operate with a high level of independence. 

Description of Duties

Under the direct supervision of the Project Coordinator and in close coordination with CO-Dhaka Operations, Finance and Procurement units the incumbent will:

Financial management and support services

• Undertake and complete a range of specialized administrative and financial support functions and services. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
• Maintain project financial records and monitoring systems to record, reconcile and track expenditures, balances, payments, statements and other financial data.
• Process financial transactions and contracts for clearance and payment, ensuring correct budget lines, appropriate contract types, and complete supporting documentation.
• Classify transactions, assign budget codes, verify and process claims for payment, and check payment vouchers, prices and invoices.
• Review financial reports submitted by implementing partners to ensure compliance with ILO rules and conformity with approved project budgets, prior to submission to the Finance Unit.
• Generate recurring financial reports from the ERP system and prepare adhoc financial statements required for internal reporting, budget preparation, revision or audits.
• Consult with the Finance Unit and project team on applicable rules, regulations and reporting requirements, and inform staff, partners and consultants of new or revised procedures.
• Compile cost estimates and contribute to budget analysis, monitoring and projections.

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Administrative support and coordination

• Prepare correspondence on own initiative or under the supervisor’s guidance, including communication with stakeholders to verify information, request documentation, respond to queries and flag issues requiring follow-up.
• Provide administrative and financial backstopping to project staff and consultants, including support related to payments, entitlements, travel claims and associated documentation.
• Maintain and regularly update a tracking system for all project contracts (consultants, service providers and implementing partners) to monitor deliverables, timelines and payment schedules.
• Organise, coordinate and provide logistical support to meetings, workshops, seminars, field missions and other project activities; assist with interpretation and translation as required.
• Coordinate and process travel arrangements for project staff, consultants and participants, including travel requests, DSA calculations and related documentation.
• Provide logistical and administrative coordination for multi-stakeholder events involving government counterparts, tripartite constituents and development partners.

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Procurement

• Support the preparation, implementation and monitoring of the project procurement plan in line with ILO rules, procedures and timelines.
• Initiate and process procurement actions in ILO systems (e.g. IRIS/JAGGAER), including procurement requests, consultant contracts, service agreements and purchase orders, ensuring accuracy and completeness of documentation.
• Support the preparation of Requests for Quotation (RFQs), cost comparisons, evaluation matrices and related procurement documentation, in coordination with the technical team and CO-Dhaka Operations.
• Follow up on procurement actions throughout the procurement cycle, including vendor registration, contract issuance and amendments, delivery of services and contract closure.
• Maintain complete and well-organised procurement files to ensure audit readiness and compliance with ILO financial and procurement rules.
• Coordinate with CO-Dhaka Operations to track procurement timelines and flag delays or risks to the Project Coordinator, and provide guidance to consultants, service providers and implementing partners on procurement-related documentation and procedures.

Other duties

• Perform other relevant tasks 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

• Six years of progressively responsible experience in financial, administrative and/or procurement support functions, preferably within a technical cooperation project or international organization.
• Experience supporting procurement processes, contract administration or implementing partner agreements is an asset.
• Experience supporting multi-stakeholder or development projects, including climate, employment or labour-related programmes, is an advantage.

Skills

• Good knowledge and practical application of financial, administrative and procurement rules, procedures and controls relevant to ILO or UN operations.
• Sound understanding of procurement processes, documentation requirements and administrative forms.
• Ability to maintain accurate financial and administrative records and to prepare financial and clerical reports.
• Ability to retrieve, analyse and compile information from databases and filing systems.
• Strong computer proficiency in standard office applications (Word, Excel, PowerPoint, Adobe Reader) and ability to quickly learn new systems and software used by the Office.

Languages

Excellent knowledge of English and Bangla

Competencies

Must display high standards of ethical conduct.
Ability to deal with confidential matters with discretion.
Ability to evaluate correspondence and inquiries for best course of action.
Ability to maintain financial records and prepare clerical reports and financial statements
Ability to search and retrieve information from databases and compile reports
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 clarify information and to respond to work related inquiries in an appropriate manner.
Ability to work on own initiative as well as a member of a team.
Organizational skills.
Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
Understanding of principles of non-discrimination and gender equality.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.