Finance and Admin Officer
Papua New Guinea (Papua New Guinea)
Vacancy no.: DC/PNG/NOA/2020/09
Publication date: 15 February 2020
Application deadline (midnight local time): 6 March 2020
Job ID: 2647
Department: RO-Asia and the Pacific
Organization Unit: CO-Suva
Location: Wewak, Papua New Guinea
Contract type: Fixed-term appointment
Contract duration: One year(with possibility of annual renewal)
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 National Officer positions is subject to specific local recruitment and eligibility 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.
The EU funded Support to Rural Entrepreneurship, Investment and Trade project (STREIT) aims to contribute to the sustainable and inclusive economic development in East Sepik and Sandaun Provinces in Papua New Guinea. The ILO inputs to this project will improve access to communities and markets by rehabilitating and maintaining transport infrastructure such as rural roads, wharves and jetties. By applying local resource-based approaches in the infrastructure works, the ILO also seeks to (i) increase participation of local communities in the works, (ii) increase the creation of jobs and income by applying employment-intensive work methods and (iii) secure the involvement of the local construction industry.
The ILO technical assistance forms an integral part of the STREIT project delivered by a host of UN agencies under the overall coordination of FAO. The Finance and Admin Officer will be part of the ILO technical team which constitutes a portion of a larger project team provided by several UN agencies tasked to deliver all the components of STREIT.
The ILO component of STREIT will be delivered by a team based in Wewak, PNG, with support from the office in Port Moresby, the ILO Office in Suva, Fiji, and ILO expert teams in Bangkok and Geneva.
Under the supervision of the Infrastructure Specialist, the Finance and Admin Officer will provide professional services for the administration and delivery of a range of operational services for the project, covering finance, human resources, procurement, facilities and asset management, security, communications, information management and information technology. Services are delivered in an efficient, effective and client-oriented manner and include the use of the enterprise resource planning system. Work is governed by established rules, regulations, policies, procedures and guidelines.
Internal contacts are with staff and managers in the project, the Country Office in Suva, the Regional Office in Bangkok and headquarters to maintain effective working relationships, exchange information on issues related to service delivery, to analyse information and to follow up on outstanding clearance and pending administrative matters.
External contacts are primarily with service providers, banks, government agencies, UN agencies and local organisations to exchange information and obtain assistance to ensure successful delivery of operational services.
In collaboration with the other UN agencies participating in the STREIT project, the Finance and Admin Officer will engage in a number of activities, including but not limited to:
- Provide professional services for the effective delivery of the project´s operational services. Administer day-to-day operations from several of the following areas: finance, human resources, procurement, facilities and asset management, security, communications, information management, and information technology, ensuring full compliance with applicable standards.
- Provide substantive support in the continuous analysis and monitoring of the resource situation (financial, human resources) of the project. Provide regular management reports to support informed decision-making.
- Administer the delivery of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments, payment authorisations and office financial clearances (OFCs), accounts reconciliation, billing, forecasting, year-end closing of accounts.
- Assist in the preparation of operating budgets, review budget submissions, prepare and process budget revisions, analyse and report on budget approvals, monitor expenditures against allocations and analyse variances. Liaise with concerned staff to strengthen budget management and take corrective actions, when required.
- Act as certifying officer and certify financial documents and transactions or escalate to supervisor as appropriate, providing explanations and suggesting remedial or alternative actions.
- Monitor bank accounts and imprest accounts. Perform timely review of cash position for local accounts to ensure sufficient funds are available for disbursements. Ensure efficient local banking arrangements in compliance with prevailing regulations. Initiate and coordinate bank transfers for effective approval and settlement of relevant transactions. Prepare cash flow forecasts.
- Participate in monitoring the implementation of activities in accordance with project documents, donor agreements and costed workplans. Identify bottlenecks and propose corrective action. Prepare, analyse and evaluate information from financial records and provide data and information for progress reports in accordance with the terms and conditions of donors and financial rules and regulations of the ILO.
- Maintain liaison on daily administrative matters with local service providers, government authorities, UN agencies, etc. Participate in UN interagency meetings, working groups and joint initiatives on common system activities in the concerned operational areas. Prepare information notes on key issues and developments and follow up as required.
- Follow-up on internal and external audit recommendations and draft responses to audit inquiries and observations for consideration of supervisor.
- Keep abreast of changes to applicable standards and best practices. Share knowledge and provide guidance to staff. Organise and conduct training for staff on finance issues.
- Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service delivery, recommending improvements on interrelated processes.
- Carry out other duties as may be assigned by the Infrastructure Specialist.
University degree (Bachelor’s or equivalent) in a field relevant to the job.
Minimum of two years of professional work experience in finance or accounting.
Excellent command of English. Working knowledge of any local language at the duty station is considered an advantage.
- Good knowledge of principles and concepts related to finance and administration.
- Good knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
- Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.
- Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
- Ability to adapt quickly to new software and systems.
- Ability to interpret and work within the applicable financial and administrative rules and regulations, policies and procedures.
- Accuracy and attention to detail.
- Good drafting skills.
- Ability to work independently with a clear focus on reaching defined outputs in a timely manner as agreed in work plans.
- Ability to establish priorities and to efficiently plan and organise work activities.
- Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
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.
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.