Finance and Administrative Assistant - G5(GPSL3 and SPARK DC projects)

Introduction

The ILO has decided to upscale its skills development interventions by launching a Global Programme on Skills and Lifelong Learning (GPSL3). GSPL3 aims to support the ILO efforts towards the outcome on skills and lifelong learning in the ILO Programme and Budget (P&B) for 2020 – 2021 and beyond, in a coordinated and strategic way, taking the ILO Centenary Declaration as the guidance and Sustainable Development Goals (SDGs) 4 and 8 (targets 4.3 and 4.5 in particular) as reference. The Malawi component of the programmes has the following four outcomes: Outcome 1: Skills supply is better aligned with the needs of international trade; Outcome 2: Capacity of the ILO constituents to design and deliver innovative and effective learning and assessment options; Outcome 3: Strengthened governance model for quality skills development and implementation at sector level; Outcome 4: Vulnerable populations affected by COVID-19 have an improved livelihood after training programmes. 

 AND

The Sparking Disability Inclusive Rural Transformation project is improving lives of persons with disabilities in the rural economy. The aim is to enable them to become fully engaged in the agricultural sector, thus tackling poverty and delivering on the commitments of the SDGs and the United Nations Convention on the Rights of Persons with Disabilities (UN CRPD). The project uses a systemic action learning approach to enable persons with disabilities to become fully engaged in the economic activities of selected agricultural and pastoral value chains, increasing their incomes and raising awareness on the potential, aspirations and needs of persons with disabilities by their communities and other stakeholders.  
 

Reporting lines

Under the overall responsibility of the ILO Country Director for Zambia, Malawi and Mozambique, the FAA will directly report to the National Project Coordinator (NPC) of the GPSL3 project in the ILO Project Office in Lilongwe. S/he will also work closely with the National Project Officer (NPO) under the SPARK project and the Finance Unit in CO-Lusaka.

Description of Duties

1.    Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;
2.    Collect quotations, prepare Purchase Orders (POs), external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules;
3.    Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports;
4.    Consult with the Finance and Programming Unit on rules, regulations and procedures and provide information to the project’s Implementation Partners, project staff and consultants on ILO administrative and financial procedures. Inform potential difficulties that may arise from the administrative and finance management, and obtain information for implementation of the programme;
5.    Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance and Budget Revisions for project-related activities;
6.    Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor. 
7.    Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Authorisation (TA) request), visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops;
8.    Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;
9.    Carry out specific operational and control tasks for project implementation; and 
10.    Perform other duties as assigned by the Supervisors.

Required qualifications

Education

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

Experience

Five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in donor funded projects and with the UN system is a strong advantage. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English and good working knowledge of another language of the duty station.

Competencies

•    Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage;
•    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
•    Ability to work in stakeholder engagement and communications (organization of events, preparation of press briefs, etc.);
•    Ability to obtain services from other work unities inside or outside the office for the completion of tasks;
•    Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office; 
•    Must display high standards of ethical conduct; 
•    Ability to deal with confidential matters with discretion; 
•    Ability to communicate effectively both orally and in writing. 
•    Ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviours and attitudes.
•    Ability to work as part of a team as well as independently;
•    Ability to and to work under pressure, quickly, precisely, and take initiative and responsibility
•    Ability to evaluate correspondence and inquiries for best course of action; 
•    Ability to respond to work related inquiries in an appropriate manner;
•    Ability to organize own work; and
•    Must demonstrate responsible behaviour and attention to detail.

Assessed candidates who will be considered as appointable but not selected  for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.

Females are encouraged to apply.

ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED.