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Administrative and Finance Assistant - G5(DC)

Cairo (Egypt)

  • Organization: ILO - International Labour Organization
  • Location: Cairo (Egypt)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
    • Administrative support
  • Closing Date: 2021-08-17

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Grade: G5  

Vacancy no.: CAIRO/DC/G/2021/19
Publication date: 18 July 2021
Application deadline (midnight local time): 17 August 2021

 

Job ID: 6482 
Department: RO-Africa 
Organization Unit: DWT/CO-Cairo 
Location: Cairo   
Contract type: Fixed Term 

Contract duration: 12 months (with possibility of extension subject to performance and availability of fund) 

 

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 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. 

Introduction

⦁    The project (SOLIFEM) will support the transition from the informal to the formal economy through tripartite social dialogue in the countries of the Southern Neighbourhood, with a particular focus on Algeria, Egypt, Lebanon and the Occupied Palestinian Territory (OPT).It will pursue this objective through strengthening the capacity of the ILO tripartite constituents to take action, through social dialogue, on two fronts – first, the development of integrated strategies on formalization and second, the development of skills training and recognition systems, with a particular focus on women and youth in the informal economy. The project strategy is built on the solid foundation of tripartism and social dialogue, in line with the ILO’s overall mandate and with Recommendation No. 204 on the transition from the informal to the formal economy. The consequences of the COVID-19 crisis, and especially its devastating impact on the livelihoods and incomes of vulnerable workers and enterprises in the informal economy, add even greater urgency to the promotion of sustainable formal employment opportunities in the region. The project will support the strengthening of national skills training and skills recognition systems to enable young people and women in the informal economy to access formal employment. 
        
The project experiences and lessons learned in the four focus countries/territory will be shared across the Southern Mediterranean region thus enabling other countries to strengthen their social dialogue and policy frameworks on the transition from the informal to formal economy and on skills and employability, as well as enhancing the capacity of governments, employers’ and workers’ organizations for effective participation of the tripartite constituents through the project is essential to secure their ownership and commitment, and is a key factor for sustainable impact. 

Function:

The position’s main function is the implementation of ILO financial and administrative procedures with respect to SOLIFEM in order to facilitate a timely, accountable planning, implementation and financial monitoring and an efficient reporting of project activities conducted Egypt. The incumbent may also be called upon to assist with administrative and financial aspects of the planning and implementation of regional activities that take place elsewhere in the Arab States region. S/he will work closely with the SOLIFEM CTA based in ILO Algiers, and with relevant staff in the ILO Cairo office on all programming, operational and financial aspects of the project to assist in the coordination of activities identified in the project document. 

2.    Reporting lines: 

The position reports to the National Project Coordinator under the overall guidance and responsibility of ILO/DWT Cairo Country Office Director. Collaboration is expected with the Programming Unit of the Cairo office, as well as with the SOLIFEM Regional Project team members and technical specialists based in the other countries covered by the project. 
 

Description of Duties

1.    Responsible for good maintenance of all project files and records (including paper and electronic filing systems) for administrative, financial, equipment, reporting and all other correspondence.  
2.    Provide administrative support to activities undertaken by the project and its implementing partners and support development of project infrastructure on capacity building activities and project outcomes, i.e. training evaluation forms, data entry work to track project progress, and tracking training and other activity results in Egypt.  
3.    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
4.    Prepare letters of agreement, service contracts and external collaborator contracts. Process POs and other financial transactions as necessary in IRIS.
5.    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
6.    Assist the SOLIFEM CTA in the preparation of budget estimates for project activities in Egypt and expenditure forecasts by analysing and monitoring the availability of resources as compared to planned activities. 
7.    Maintain an overview of the financial situation of the Project and ensure that timely administrative support is provided in general and particular areas. 
8.    Assist the National Project Coordinator in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance related briefing materials for the CTA for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the CTA and coordinators for the preparation of the submission.
9.    Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the National Project Coordinator of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner.  
10.    May be requested to translate letters and other short documents from English into Arabic or Arabic to English.
11.    Perform other work related duties as may be assigned by the CTA of the project and the Egypt national officer.

Required qualifications

Education

Completion of secondary school education plus formal training in accounting or finance from a recognised commercial school or equivalent.

Experience

At least five years of general administrative, accounting and clerical experience. Prior experience with the ILO/UN administrative and financial procedures and requirements is an advantage.  

Languages

Excellent knowledge of English and working knowledge of Arabic. 

Competencies

  • ⦁    Good knowledge of programme and budget and thorough understanding of wide range of administrative policies and procedures
    ⦁    Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work. 
    ⦁    Demonstrate experience in preparation of documents and administrative forms, and ability to maintain financial records and prepare clerical reports and statements accurately. 
    ⦁    Good knowledge of accounting principles and practices
    ⦁    Ability to prepare preliminary reports and to draft/edit correspondence in Arabic and English.  
    ⦁    Good communication skills, in Arabic and English, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner 
    ⦁    Ability to organize own work and to work independently as well as work in a team 
    ⦁    Demonstrated ability to liaise with government and social partners at national and local level.
    ⦁    Ability to work under pressure and to meet deadlines
    ⦁    Must demonstrate responsible behaviour and meticulous attention to detail in task execution and delivery.
    ⦁    Shares knowledge – shares important or relevant knowledge and information formally or informally; promotes knowledge transfer.
    ⦁    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
    ⦁    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;

    Candidates assessed by the Panel and considered eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.


     

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures. 

 

Fraud warning

 

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.

 

Disclaimer:

  • Only those candidates that are short-listed for assessment will be contacted
  • Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions
  • The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
  • Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on a TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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