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Administrative & Finance Assistant - G5 - DWW

Cairo

  • Organization: ILO - International Labour Organization
  • Location: Cairo
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

 

Grade: G5  

Vacancy no.: CAIRO/DC/G/2019/21
Publication date: 12 December 2019
Application deadline (midnight local time): 11 January 2020

 

Job ID: 2242 
Department: RO-Africa 
Organization Unit: DWT/CO-Cairo 
Location: Cairo   
Contract type: Fixed Term 

Contract duration: One year (with possibility of extension depending on performance and funding availability) 


 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

 

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

 

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

 

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

 

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

Introduction

The projects Promoting Gender-responsive Workplaces in Egypt – Phase II and Promoting Productive Employment and Decent Work for Women in Egypt, Jordan, and Palestine were designed to support ILO’s constituents, including the Government, workers’ and employers’ organizations to address the challenges women are facing in the labour market through a comprehensive approach that tackles at the same time access to employment, entrepreneurship, decent work conditions, and social dialogue.

In their efforts to ensure full implementation of their joint activities, the two projects are seeking to hire a full time Project Administrative & Finance Assistant for a period of 12 months, as soon as possible.

The incumbent will support the two project teams ensure the day-to-day joint operational activities, and will perform its duties under the direct supervision of the Chief Technical Advisor of the Decent Work for Women in Egypt and Tunisia project.

Reporting lines:

Under the overall responsibility of the DWT-CO Director,  the Administrative & Finance Assistant will report to the Chief Technical Advisor of the Decent Work for Women in Egypt and Tunisia project.

Description of Duties
  • Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
  • 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.
  • 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 projects managers, to matters requiring immediate attention.
  • Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
  • Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
  • 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.
In addition to the above:
  • Consult with Finance Unit and projects teams in Cairo and Regional Office for Arab States rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
  • Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
  • Calculate and compile cost estimates, and participate in budget analysis and projections.
  • Provide support, when necessary, in the preparation and running of project workshops and meetings.
  • Perform other duties as assigned by the supervisor(s).
Required qualifications
Education

Completion of secondary school education, supplemented by a formal training from a recognized technical or commercial school or equivalent.

Experience

Five years of progressively responsible financial and administrative work.

Languages

Excellent knowledge of English and good knowledge of Arabic.

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.
optional section (if needed)
  • 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.

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

 

Disclaimer:

  • Only those candidates that are short-listed for assessment will be contacted.
  • The offer, the contract and possible extensions are subject to the availability of funds.
  • Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.
  • The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
This vacancy is now closed.
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