Project Finance and Administrative Assistant - G5 1

The Southern Africa Migration Management (SAMM) Project, funded by the European Commission, is a four year project to improve migration management in the Southern Africa and Indian Ocean region. The SAMM Project is implemented by the ILO in collaboration with the International Organisation for Migration (IOM), the United Nations Office on Drugs and Crime (UNODC) and the United Nations High Commissariat for Refugees (UNHCR).

The specific objectives (SO) and key results areas (KRA) of the project are as follows:

SO1:  Improved policy environment for labour migration across the region and improved access to legal and efficient means of labour mobility for (prospective) labour migrants.

KRA1.1: Rights-based legal and efficient channels of labour migration and mobility (including appropriate protection measures for migrant workers) promoted and put in place in the Southern Africa / Indian Ocean region.

KRA1.2:  A Southern African and Indian Ocean migration observatory established and fully operational.

SO2: Strengthened and informed decision-making as well as management of mixed migration flows, including improved protection of vulnerable migrants in the Southern African and Indian Ocean region.

KRA2:  Evidence-based management strategies and policies to address mixed migration challenges, including assurance of appropriate protection frameworks for vulnerable migrants, are formulated and implemented.

The ILO is the lead implementing agency, and also takes the lead in most of the activities related to SO1. The project targets the following regional organizations: i) Common Market for Eastern and Southern Africa (COMESA), ii) the Southern African Development Community (SADC) and; iii) the Indian Ocean Commission (IOC). 

The project focuses on the Southern African Region, and targets the following countries: Angola, Botswana, Comoros, Democratic Republic of the Congo (DRC), Eswatini, Lesotho, Madagascar, Malawi, Mauritius, Mozambique, Namibia, Seychelles, South Africa, Tanzania, Zambia and Zimbabwe.

As a member of the project team, the FAA supports the Financial Officer in providing professional services for the administration and delivery of a range of financial services for the project. The FAA also supports the FO in timely budget preparation and effective monitoring and control in accordance with established finance-related rules, regulations, policies, procedures and guidelines.

Reporting lines:

Under the overall responsibility of the Director, DWT-CO Pretoria, the Finance and Administrative Assistant (FAA) will work under the direct supervision of Project Manager and will receive technical guidance from the project Finance and Administrative Officer (FAO).

1. Maintain financial records and monitoring systems to record and reconcile expenditures for project or other office accounts for which responsibility is assigned. 
2. Perform administrative work as processing of entitlements, issuance of contracts (excolls and service contracts) and maintenance of various official records and files.
3. Make travel arrangements, hotel reservations and make travel authorization forms for technical experts and Partners.
4. Participate in the organization and preparation of meetings, seminars, workshops and conferences including support to the team and make all important administrative arrangements and facilities. 
5. Classify and code material relating to a number of subject-matter areas. Maintain, update and transmit the inventory records of non-expendable equipment. 
6. Calculate and compile cost estimates and projected budget requirements, and assist in the preparation of budget statements for the area of assignment. 
7. Process payments as travel allowance and settlements including payments to suppliers. 
8. Brief and assist newly arrived international staff, experts and consultants on basic financial procedures and requirements with respect to payments, entitlements, banking and currency provisions and other requirements relating to accounts and finance. 
9. Provide advice and ensure administrative support as required. 
10. In collaboration with the Administrative and Finance section of the ILO DWT/CO-Pretoria,  make arrangements for the procurement, shipment and receipt of project supplies and equipment and household effects, including customs clearance. Assist staff members by processing requests for visas, and other necessary administrative documents in accordance with the requirements of the office.

11. Perform other duties as assigned by the Chief Technical Advisor or the ILO DWT/CO Director

Completion of Secondary school education plus formal training in accounting, finance or business administration from a recognized commercial school or equivalent.

Five years of experience in clerical administrative work including record keeping and processing of information and basic knowledge of report writing.

Excellent knowledge of English and good knowledge of one of the official national languages of South Africa.

• Proven ability to use word processing software and email. Ability to use other software packages required by the work unit. Proven typing abilities. Thorough knowledge and understanding of a complex body of administrative guidelines and procedures as well as the full range of administrative activities within support areas such as personnel, finance and procurement. Thorough knowledge of modern office procedures. Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Good knowledge of the work of the office, and the work carried out in other work units. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to work well with colleagues. Good organizational skills. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to search and retrieve information from databases and compile reports. Ability to respond to requests from high-ranking officials, and to deal with high-level visitors with tact and diplomacy. Ability to deal with confidential matters with discretion. Supervisory skills. Discernment. Excellent time management skills. Flexibility.