Finance and Administrative Assistant

Introduction

In 2015, the Department for International Development announced the Cross-Government Prosperity Fund to support the UN Sustainable Development Goals as well as the 2015 UK Aid Strategy by promoting growth and prosperity in developing countries.  The Cross-Government Prosperity Fund’s focus is on Official Development Assistance (ODA)-eligible middle income-countries and provide expertise and technical assistance in sectors and countries where there is the highest potential for inclusive growth.  

The UK Prosperity Fund for Skills Programme in South East Asia (UKPFSEA) project falls under the Cross-Government Prosperity Fund’s Global Skills Programme where ODA is granted to support middle income countries to address skills shortages.  The Global Skills Programme takes a partnership approach and draws on UK expertise to promote sustainable and inclusive growth by improving the affordability, quality, relevance and equity of Higher Education (HE) and Technical Vocational Education and Training (TVET) in the partner countries.  

The UKPFSEA project is implemented by the International Labour Office  (ILO), led by the Regional Office for Asia and the Pacific (ROAP) and the Decent Work Technical Support Team for East and Southeast Asia and the Pacific (DWT-Bangkok).  The UKPFSEA project aims to increase national capacity to achieve sustained inclusive growth through the enhancement of skills development and technical and vocational education training (TVET) systems.  These systems will offer relevant, quality and inclusive programmes that support both industry upgrading and transformation, and improvements in employability, employment and the livelihood opportunities of beneficiaries.  The project targets three middle-income countries in Southeast Asia: Malaysia, Indonesia and the Philippines.  Across all countries, the project will support national efforts to facilitate reform at the policy and system levels for broad national impact and sustainability.  At the same time, it will ensure impact at the individual level by contributing to poverty reduction and address inequality.  In short, the project combines interventions at the upstream level (e.g. policy and structure) and the downstream level (training delivery, certification and employment facilitation).  The intended impact is the increased capacity for inclusive growth in Malaysia, Indonesia and the Philippines due to more productive and equitable skills systems and TVET systems, improving employability, employment opportunities and the livelihoods for the beneficiaries.

Introduction (con't)

Within the policy and procedural requirements established by the ILO and the UKPFSEA project, the Finance and Administrative Assistant will be responsible for the administrative and financial support to the project, with focus on the Philippines’ component of the project.  As a team member, the incumbent provides administrative and finance support and is responsible for performing, completing and/or overseeing specialized administrative and financial management support services in an efficient, effective and client-oriented manner.  The incumbent performs a wide range of administrative actions related to the financial operations of the project.  Work involves using the enterprise resource planning (ERP) system.  The incumbent performs a range of administrative actions related to the financial operations of the project.  The incumbent ensure the correct application, interpretation and adaptation of established financial rules and regulations, policies, procedures and guidelines.  The incumbent evaluates and provides inputs into the design and development of improved administrative and financial services and delivery processes.  

The incumbent will report to the Senior Project Officer component of the project and will work closely with the CO-Manila Operations Unit as well as receive technical guidance from the concerned ILO technical department.  

Description of Duties

a)    Maintain project financial records and monitoring system to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

b)    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 document are attached.

c)    Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants and counterparts.  Draw the attention of the DWT-Bangkok Skills & Employability Specialist to matters requiring immediate attention.

d)    Review and request additional information on the financial reports of partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.

e)    Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

f)    Consult with the CO-Manila Operations Unit and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.

g)    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.

h)    Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.

i)    Calculate and compile cost estimates, and participate in budget analysis and projects as required.

j)    Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

k)    Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.

l)    Undertake other duties as required.
 

Required qualifications

Education

Completion of secondary school education with training in accounting and/or finance and administrative field.

Experience

At least three years of progressively responsible financial and administrative work, and some training in administrative field.  Familiarity with UN administrative and financial procedures an advantage.

Languages

Excellent command of English, ability to draft report in English.  Good knowledge of the local language.

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 judgments.
-    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 (MS Word, PowerPoint, Excel, Adobe Reader).
-    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 initiatives as well as a member of a team.
-    Organizational skills.
-    Ability to clarify information.
-    Ability to deal with people with tact and diplomacy.
-    Ability to work in multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.