Finance and Administrative Assistant - G5(DC) SP4SDG

During 2020 to 2022, the United Nations, and in particular the World Food Programme (WFP), UNICEF and the International Labour Organization (ILO) will be implementing a Joint UN Programme (JP) on Social Protection (SP4SDG) in Malawi, to improve the operational, financial, and legal structure of Malawi’s Social Protection system, funded by the SDG-Fund. The project convenes the expert knowledge and experience of these three UN agencies and aims to contribute significantly to ensuring the timely provision of social protection, including in times of shocks, to leave no one behind. The project seeks to contribute directly to the vision articulated in the Malawi National Social Support Programme II (MNSSP II) and accelerate progress towards Malawi’s achievement of the SDGs.

The project aims to adapt and strengthen Malawi’s Social Protection System to meet emergency food needs together with the humanitarian sector to reduce the vulnerability of those left behind. The programme will also support the development of a financing ecosystem and national financing infrastructure toward increased domestic resource mobilization, and seeks the adoption of new legal framework to ensure the institutional and financial capacity for sustaining the results.

The ILO contributes to all outcomes of the programme, and is the lead agency in the review and update of the policy and legal frameworks of social protection. Moreover, the programme links directly with other interventions of the ILO social protection portfolio in Malawi, which focus in supporting Government to extend social protection for all and improve the efficiency and effectiveness of the existing systems.
 

Reporting lines

Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique, the Finance and Administrative Assistant (FAA) will directly report to the Junior Social Protection Officer in the ILO Project Office in Lilongwe. S/he will also work closely with the Social Protection team and Finance unit in CO-Lusaka.

1. Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;
2. Collect quotations, prepare Purchase Orders (POs), external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules;
3. Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports;
4. Consult with the Finance and Programming Unit on rules, regulations and procedures and provide information to the project’s Implementation Partners, project staff and consultants on ILO administrative and financial procedures. Inform potential difficulties that may arise from the administrative and finance management, and obtain information for implementation of the programme;
5. Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance and Budget Revisions for project-related activities;
6. Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor.
7. Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Authorisation (TA) request), visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops;
8. Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;
9. Carry out specific operational and control tasks for project implementation; and
10. Perform other duties as assigned by the Supervisor.

Completion of secondary school education, plus formal training in accounting and/or finance from a recognized commercial school or equivalent.

Five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in developmental projects and with the UN system is a strong advantage.
 

Excellent knowledge of the working language of the duty station and a good knowledge of English.

• 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.

“Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”.

ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED.