Finance and Administrative Officer

The position is located in the Regional Administrative Services Section (RAS) of the Regional Office for Asia and the Pacific (RO-Asia and the Pacific). The Regional Office has overall responsibility for the operations of the ILO’s network of country offices, Decent Work Technical Support Teams and other representations in the region.

The position will perform duties related to financial, budgetary and administrative matters of the Regional Office, including on the operation of the accounting system and the financial management of and reporting on regular budget and extra-budgetary resources and activities, ensuring compliance with the applicable financial rules, regulations and procedures.

The position will report to the Chief, RAS.

1. Oversee the operation of the Integrated Resource Information System (IRIS) financial functionality at the regional office and act as the IRIS focal point for financial issues in the region.
2. Perform Funds Control Officer duties.
3. Assist in the preparation of biennial Programme and Budget proposals of the Regional Office.
4. Undertake missions to country and project offices within the region to provide assistance on financial administration.
5. Organize or assist with the organization and preparation of training programmes for regional finance and administrative staff, draft training and guidance documents on results-based budgeting and act as a resource person.
6. Supervise financial and administrative arrangements for official meetings.
7. Control purchase, inventory and maintenance of furniture, equipment and supplies.
8. Represent the ILO at inter-agency Organizational Management Team meetings and working groups on specific topics under his/her competence.
9. Perform other relevant duties as assigned.

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

1. Receive and analyse accounts and financial documents giving particular attention to apparent anomalies or unusual trends and initiating action to correct situations where anomalies occur; review regular financial reports, and prepare reports, correspondence and advice on complex cases.
2. Provide advice and guidance concerning the Organization’s financial practices and rules and provide authoritative interpretation of requirements for handling transactions in the operation supervised (e.g., authorising payments, approving salary payments, approving budgets and various accounting documents).
3. Review the operational efficiency of the assigned organisational/account area from managerial or accounting perspectives in order to improve the operation (including development of automated applications).
4. Supervise staff performing financial operations and producing periodic financial statements; correct and adapt the analytical work of subordinate professional and general service staff.
5. Manage the operation of the financial services of the area of responsibility and prepare related managerial reports.
6. Monitor and review selected financial transactions and documents (e.g., budget proposals, payment requests, requests for financial clearance, ACDs, payroll data etc.) prior to entry into the finance system; ensure implementation of procedures to control and monitor income and expenditure.
7. Prepare recurrent and ad hoc reports and relevant explanations, as requested by senior management.
8. Define requirements and terms of reference for systems specialists to produce specialized reports from the financial database and systems applications.
9. Maintain the financial procedures related to the assigned operation; draft circulars, manuals and training materials as necessary.
10. Prepare draft replies to internal and external audit observations concerning the assigned operation.
11. Analyse budget information to prepare and consolidate estimates and supporting data in relation to budget forecasts, performance reports and medium-term plans; review financial provisions of project agreements and documents; assess budget requests and draft budget proposals.
12. Other related functions, as requested.

Advanced university degree in business administration, finance or accounting or equivalent professional qualification (e.g. Chartered Accountant (CA), Certified Public Accountant (CPA)) in order to have knowledge and understanding of the application of financial principles and procedures and of the whole structure of accounts.

Five years of professional financial and accounting experience of which two years at the international level. Experience of working with Oracle based Enterprise Resource Planning (ERP) systems.

Excellent command of English. A working knowledge of another official language (French or Spanish) of the Organization would be an advantage.

Sound knowledge of financial rules and regulations. Knowledge of the Office’s policies, administrative procedures and practices. Ability to analyse financial information from several sources, examining documentation to resolve any apparent anomalies. aAbility to plan and coordinate moderately complex projects or programmes. Ability to draft reports and explain decisions effectively to staff. Ability to draft procedures for internal use which reflect sound financial rules. Ability to use common office computer applications; familiarity with computerized accounting packages. Ability to motivate staff, establish team objectives, assign and supervise work and ensure that quality service/work is provided to clients. Discretion is required as work may involve dealing with confidential material. Skills in problem solving. Ability to support management with implementing change. The ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.