Finance and Administrative Assistant - G6 (DC)

Introduction

The ILO seeks to recruit the services of a Finance and Administrative Assistant for the implementation of the ILO Project on “Improved Labour Migration Governance in East Africa” financed by the UK Foreign Commonwealth & Development Office (FCDO).

The overall objective of the project is to strengthen the capacities of countries in East Africa to govern labour migration by using evidence-based policies, enhancing migrant workers’ qualifications and skills, and actively engaging the social partners for improved development outcomes. The project intends to build on what has already been implemented by national stakeholders and donors’ initiatives. This approach will seek synergies and complementarities in interventions, avoiding overlapping and duplication, thus improving the sustainability of the proposed activities.

Within the policy and procedural requirements established by the ILO and the programme, the Finance and Administrative Assistant will support the financial management of the project preparing purchase orders, undertaking all financial transactions, monitoring expenditures and ensuring that the procurement and contract management of the project are conducted in compliance with the ILO’s relevant rules and regulations.

Reporting lines

Under the overall responsibility of the Director of ILO CO-Addis Ababa, the Finance and Administrative Assistant will work under the supervision of the project’s Chief Technical Advisor (CTA) and will be responsible for the following activities: 

Description of Duties

• Analyses, evaluates and monitors a variety of complex financial documents, accounts to identify and investigate anomalies or wrongly posted transactions and to determine corrective action.  These may include general ledger accounts, such as: major operating bank accounts; requests for replenishments of field bank accounts; field imprest accounts; development cooperation budgets; payment requests related to the project.
• Carries out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
• Monitors accounts regarding allocations and expenditures and makes adjustments to optimize utilization of the funds. Drafts and clears administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
• Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request.
• Acts as a Certifying Officer for proposed obligations.
• Ensures smooth functioning of the project administration and operation support-related functions in close collaboration with other administrative and operation support staff through the provision of management and administrative support to the project. This includes processing entitlements, issuance of external collaboration and service contracts and maintenance of records and files.

optional section (if needed)

(continuation of duties)

• Participates in the preparation of financial data to be included in the Financial Report and Audited Financial Statements.
• Trains, briefs and provides guidance to officials on financial and budgetary issues. S/he may be required to participate in the preparation of training material and in the presentation of formal training courses as required by the project/programme.
• Briefs and assists international staff, experts and consultants on all aspects of administration related matters. Provides interpretation of financial and administrative rules, regulations and procedures.
• Participates in the organization of special meetings and coordinates all important administrative arrangements for conducting workshops/seminars and trainings. Makes travel and hotel reservations, prepares travel authorizations and assembles information pertinent to the purpose of travel.
• Reviews all incoming correspondence which requires action: making recommendations regarding the appropriate action to be taken; monitoring deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.
• Prepares on own initiative correspondence and reports as required on general administrative or other related tasks, including those of a confidential nature. Prepares periodic administrative statistics, reports and correspondence.
• Provides guidance and supervises the work of junior administrative and/or other support staff.
• Performs other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education supplemented by a training in an area related to accounting and/or finance, general administration and office support from a recognized commercial school or equivalent.

Experience

Six years of progressively responsible administrative work, including in a supervisory role. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Languages

Excellent knowledge and command of English and good knowledge of Amharic.

Competencies

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to lead a team and manage a heavy workload under time pressure.
• Ability to work in a team and support project team which covers seven countries
• Thorough knowledge and understanding of complex administrative guidelines and procedures as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
• Good knowledge of work of the project /programme and the work carried out in other work units.
• Ability to respond to requests and to deal with visitors with tact and diplomacy.
• Ability to search and retrieve information from databases and compile reports.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.