Finance and Administrative Assistant - G6 (DC)

International Labour Organization (ILO) is a specialized agency of the United Nations, whose primary goal is to promote opportunities for women and men to obtain decent and productive work in conditions of freedom, equity, security and human dignity and creating jobs of acceptable quality. The ILO Country Office for Ethiopia, Djibouti, Somalia, Sudan and South Sudan based in Addis Ababa, implements its programmes and activities in close partnership with the Government of the Federal Democratic Republic of Ethiopia, in particular with its constituents, the Ministry of Labour and Social Affairs (MOLSA), the employers' and workers' organizations. The implementation of its activities and programmes are in support of the Decent Work Country Programme (DWCP), agreed by the tripartite partners. DWCP is fully aligned with the country's development goals, articulated in its five-year Growth and Transformation Plan (GTP II), the UN Sustainable Development Cooperation Framework for Ethiopia and the National Plan for Jobs Creation of Ethiopia.

ILO CO Addis is developing a programme on promoting decent work in agriculture. The ultimate objective of the programme would be in realising the decent job creation potential of the Ethiopian agriculture sector for young women and men. According to the National Action Plan on Job Creation the agriculture sector is a priority sector for the Government of Ethiopia and has the potential for job creation. As part of the programme, ILO will institute through an integrated supply-linkage-demand approach that builds the skills base of young people (‘supply’ of skills to the labour market); supports the growth of job-creating businesses (‘demand’ for labour); and ensures appropriate intermediation between supply and demand (‘linkage’ or ‘matching’ of young jobseekers with employers looking for talent, or to agricultural value chains requiring producers and service providers). While different donors are expected to contribute to this programme, at present ILO has secured a 42 months project from the Government of Germany as part of the BMZ Special Initiative on training and job creation.

The ProAgro project puts forward an integrated strategy, combining policy support and social dialogue, skills development, value chain development and entrepreneurship training, with the ultimate objective to create decent jobs opportunities for women and young men in the agribusiness sector. ProAgro will be implemented in Ethiopia over a period of 42 months. The Ethiopia project component also called ProEthiopia will develop the capacity of national, regional, and local stakeholders to develop and implement policies aimed at boosting the job creation potential of the agribusiness sector while enhancing decent work conditions. The programme will also contribute to respond to and mitigate the impact of the COVID-19 crisis on enterprises and the labour market in the targeted sector. The budget for Ethiopia amounts to Euro 5 million.

The programme will be implemented in one to two regions of Ethiopia and will aim at achieving the following objectives:

Outcome 1. A more conducive ecosystem in the selected region for decent jobs creation and sustainable investment.

Outcome 2: Selected value chains in the agribusiness sector are more competitive and have boosted their job quality and creation potential.

Outcome 3: Quality and more demand oriented TVET and training that increase employability and job prospects

Outcome 4: Enterprise development mechanisms in place for the agribusiness sector

Within the policy and procedural requirements established by the ILO and the project, the Finance and Administrative Assistant will be responsible for the overall operational, financial, and administrative functions as part of the country operations.

Reporting lines

Under the overall responsibility of the Director of the ILO CO-Addis Ababa, the Finance and Administrative Assistant (FAA) will report and work under the direct supervision of the Chief Technical Advisor (CTA) for the Project.

• Organize data and information, prepare and maintain financial records and budgets, documents and control systems for the monitoring and evaluation of the project under the supervision of the CTA;
• Produce financial reports that show the details of project expenditures against budgets on a quarterly basis for purposes of monitoring and proper planning;
• Regularly monitor project delivery and produce relevant reports, and prepare clear, user-friendly spread sheets, reports and/or other supporting documentation.        
• Check and record external and internal payment authorizations;
• Assist in issuing of external collaboration and service contracts and process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity.
• Meet financial requests in a timely manner allowing for processing times;
• Organize workshops, trainings and meetings; provide secretarial, administrative and financial support to the team;

(see additional duties in section below)

(continuation of duties)

• Provide any requisite trainings as per need to field partners to meet ILO standards of financial rules and/ or as per project requirements.
• In line with ILO Procurement Rules, requisition office supplies and equipment locally and abroad, and arrange for control of distribution and maintenance of inventory records;
• Make travel arrangements, hotel reservations and prepare travel authorization and claims forms;
• Advise the CTA in all aspects of accounts and financial control procedures in order to ensure strict compliance with ILO financial rules and regulations, as per guidance from the Financial Department of the ILO Regional Office for Africa;
• Assist in providing responses in respect of accounting and audit queries that may be raised by the Donors, the verification unit of the Africa Regional Office and ILO HQ, related to accounting and/or financial transactions of the programme;
• Perform other duties as assigned by the supervisor.

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

Minimum of six years of professional financial and administrative experience of which at least 1 year within the UN. Prior ILO experience is highly desirable, as well as prior experience of working with development cooperation projects.

Excellent command of English, and good knowledge of Amharic.

• Demonstrated extensive knowledge in appropriate software such as accounting software, MS (Microsoft Word, PowerPoint, Excel, and Adobe Reader) and ability to use other software packages required by the Office.
• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Ability to communicate effectively in English and Amharic both orally and in writing.
• 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.
• Demonstrate high standards of ethical conduct including confidentiality, accuracy and attention to details.
• 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 work on own initiative as well as a member of the team by demonstrating high level of collegiality and cooperation.
• Ability to deal with people with tact and diplomacy.
• Efficient organisational skills.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.