Project/Program Finance and Administrative Assistant

Introduction

The plantation sector plays an important role in the Sri Lankan economy and in driving socio-economic growth in the country. The country is a major exporter of plantation crops such as tea, coconut and rubber, and the sector is the country’s single biggest employer, despite a decline in numbers of workers in recent years. Despite the importance of plantations, and their potential role in economic growth and the creation of decent jobs, the sector faces challenges such as poor safety and health at work and working conditions, lack of information and awareness on fundamental rights issues, low levels of productivity and skills, and inadequate access to public services, amongst other issues. Workers in plantations face greater risks of occupational injuries and diseases than other workers, including in relation to unguarded machinery, exposure to dust in factories, and exposure to fertilizers, pesticides, and other agrochemicals. Accidents can occur due to work on difficult and uneven terrains, often under challenging weather conditions. Additionally, workers suffer injuries from insect, snake and leech bites and cuts from tools. Work in plantations have been severely disrupted by the recent floods and have impacted plantation workers negatively.
In response to these challenges, the ILO implemented the Safety + Health for All Plantation Workers in Sri Lanka project, funded by the Government of Japan. This project made significant advances in understanding OSH risks faced by workers, strengthening the institutional system to support them and implementing workplace level interventions. 
Building on the achievements of this project, this new initiative aims to further strengthen the country’s OSH system through national-level policy reform and targeted workplace improvements. In response to the recent floods and loss of jobs and income, the project will also include an emergency employment component for plantation workers targeted by the project. Implementation of this component will be supported through an implementation agreement with a local partner.

Reporting lines:

The Finance and Administrative Assistant will report directly to the National Project Coordinator of the relevant project.

Description of Duties

Select duties below only those correspond to the needs of this position. Add specific duties if necessary. Duties should reflect the activities and processes required to achieve the key results within the project main objectives. Use short, concise sentences and action verbs, no jargons or acronyms. The max total number of duties should be 10 – 12

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, and 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.
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. Perform other relevant duties as assigned.

Required qualifications

Completion of secondary school education. Formal/vocational 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.

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 command of English and good working knowledge of  Sinhala/Tamil. 

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 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).
• 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.