Finance Officer

Introduction

The position is located in the Development Cooperation Unit (BUD/DC) of the Budget and Finance Branch (BUDFIN) of the Financial Services department (FINANCE). The incumbent coordinates project-related activities in close collaboration with PARDEV as well as other FINANCE units. The position provides guidance and instruction to the financial/administration services and project operations units in HQ and external offices dealing with all financial and budgetary aspects of the management and reporting on development cooperation activities. The position serves as focal point for projects financed by the US Department of Labor (USDOL), the US Department of State (USDOS), the United States Agency for International Development (USAID) as well as other funding partners to the ILO. The position reports to the Chief of BUD/DC.

Specific Duties

1. Provide specific technical guidance on budgetary, financial and administrative questions related to the implementation of complex donor funding agreements.

2. Ensure the financial aspects of proposals formulated in response to calls for proposals and invitations for proposals issued by donors are compliant with ILO financial rules and regulations and are implementable.

3. Ensure the timely drawdown of funds for all US funding, using their Payment Management System.

4. Under the supervision of the Chief of BUD/DC, assume the role of the focal point for the external audits requested by the United States Department of Labor.

5. Ensure the timely reporting for all agreements under his/her supervision, including the quarterly accrual based reporting for US funding.

6. Clear donor agreements to ensure compatibility with ILO rules, regulations, procedures and directives.

7. Appraise new project proposals from USDOL, USDOS, USAID, and a dozen other donors.

8. Clear Development Cooperation Implementation and Grant agreements in accordance with donor requirements and ILO rules, regulations, procedures and directives.

9. Manage project requests from technical departments/external offices, and coordinate BUD/DC’s advice on the budget during project formulation and implementation, including financial reports and audit related issues.

10. Liaise with PARDEV on donor specific issues that may arise.

11. Provide training, guidance and advice to HQ units and external offices on issues related to projects, in particular for those financed by USDOL.

12. Develop and/or provide input in the preparation and testing of step-by-step (Standard Operation Procedures) guides to document new procedures.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1. Receive and analyse accounts and financial documents giving particular attention to apparent anomalies or unusual trends and initiating action to correct situations where anomalies occur; review regular financial reports, and prepare reports, correspondence and advice on complex cases.

2. Provide advice and guidance concerning the Organization=s financial practices and rules and provide authoritative interpretation of requirements for handling transactions in the operation supervised (e.g., authorising payments, approving salary payments, approving budgets and various accounting documents).

3. Review the operational efficiency of the assigned organisational/account area from managerial or accounting perspectives in order to improve the operation (including development of automated applications).

4. Supervise staff performing financial operations and producing periodic financial statements; correct and adapt the analytical work of subordinate professional and general service staff.

5. Manage the operation of the financial services of the area of responsibility and prepare related managerial reports.

6. Monitor and review selected financial transactions and documents (e.g., budget proposals, payment requests, requests for financial clearance, ACDs, payroll data etc.) prior to entry into the finance system; ensure implementation of procedures to control and monitor income and expenditure.

7. Prepare recurrent and ad hoc reports and relevant explanations, as requested by senior management.

8. Define requirements and terms of reference for systems specialists to produce specialised reports from the financial database and systems applications.

9. Maintain the financial procedures related to the assigned operation; draft circulars, manuals and training materials as necessary.

10. Prepare draft replies to internal and external audit observations concerning the assigned operation.

11. Analyse budget information to prepare and consolidate estimates and supporting data in relation to budget forecasts, performance reports and medium-term plans; review financial provisions of project agreements and documents; assess budget requests and draft budget proposals.

12. Other related functions, as requested.

Required qualifications

Education

Advanced university degree in business administration, finance or accounting or related field or equivalent professional qualification in order to have knowledge and understanding of the application of financial principles and procedures and of the whole structure of accounts.

Experience

Professional financial and accounting experience - as well as experience in programmatic and results-based budget formulation of Development Cooperation agreements -  at the national level for over three years and two years at the international level. Demonstrated ability and experience in interpreting, monitoring and implementing complex funding agreements. Work experience in formulation of the US Government funded agreements would be a distinct advantage.  Work experience in the use of the Oracle ERP financial modules is required, with experience of the Oracle Grants module a distinct advantage.

Languages

Excellent command of English, French or Spanish; good working knowledge of one of the other two languages; knowledge of a third language would be an advantage.

Competencies

In addition to the ILO core competencies, this position requires:

Technical competencies  
Ability to analyse financial information from several sources, examining documentation; to resolve any apparent anomalies.  Ability to plan and coordinate moderately complex projects or programmes.  Ability to draft reports and explain decisions effectively to staff within the Organization.  Ability to draft procedures for internal use which reflect sound financial rules.  Ability to use common office computer applications; familiarity with computerized accounting packages.  Ability to motivate staff, establish team objectives, assign and supervise work and ensure that quality service/work is provided to clients. 

 
Behavioural competencies 
Ability to clearly communicate and explain processes and procedures to others. Discretion is required as work may involve dealing with confidential material. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.