Introduction

The Private Sector Development in Liberia (PSD Liberia) project is an EU-funded initiative implemented by Expertise France in partnership with the International Labour Organization (ILO). The project aims to strengthen Liberia’s private sector as a driver of inclusive economic growth, decent job creation, and environmental sustainability. It focuses on improving the competitiveness and resilience of three key value chains—cassava, fisheries, and wood processing—while promoting gender equality, youth empowerment, and the inclusion of persons with disabilities.
Through targeted interventions, PSD Liberia will enhance MSME productivity, support policy and regulatory reforms, foster public–private dialogue and improve access to finance and skills development. The project aligns with Liberia’s national development priorities under the ARREST Agenda and contributes to global frameworks such as the EU Green Deal, the African Continental Free Trade Area (AfCFTA), and the Sustainable Development Goals (SDGs).

Within the above context, the Finance and Administrative Assistant will take charge of PSD Liberia project Administrative and Financial planning, programming and implementation of all project activities in line with work plans, projects documents, ILO rules, regulations, policies and strategies, and in accordance with country programmes and administrative and financial procedures.  

Reporting lines

The Finance and Administrative Assistant will report to the National Project Manager of the Project.

Description of Duties

Under the direct supervision of the National Project Manager and the general guidance of the Director of ILO Co-Abuja Office, the Finance and Administrative Assistant will perform the following tasks:

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. 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.
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 the National Project Coordinator and, where necessary the Senior Programme Officer / Project Coordinator, 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, and check payment vouchers, prices and claims invoices.
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 recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
9. Calculate and compile cost estimates, and participate in budget analysis and projections as required by the NPC and SPO/PC.
10. Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests.
11. Provide support, when necessary, in the preparation and running of project workshops and meetings.
12. Perform other duties as assigned by the supervisor

Required qualifications

Education

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

Experience

At least 5 years of progressively general administrative and financial work experience. Experience in working with development projects, UN at the national or international level and organization would be an asset.

Languages

Excellent command of English and good knowledge of an official national language of the duty station.

Competencies

• 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 clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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 clarify information.
• Ability to deal with people with tact and diplomacy.