Finance and Administrative Assistant - G6

Introduction

The ILO is one of three partners, with the International Organization for Migration (IOM) and ‎Gesellschaft für Internationale Zusammenarbeit (GIZ), tasked with implementing a new project ‎titled “Towards a holistic approach to labour migration governance and labour mobility in North ‎Africa (THAMM)” financed by the European Union Trust Fund. This project is designed as a sub-‎regional programme aiming at the strengthening of migrant workers’ protection mechanisms ‎throughout the migration cycle and whether workers are leaving the region or seeking employment ‎there.

The project covers three countries: Egypt, Morocco and Tunisia, and will be inclusive of and open ‎to other North Africa countries for sub-regional activities. The project is aligned to existing policy ‎frameworks at global (Sustainable Development Goals, Global Compact for Safe, Orderly, and ‎Regular Migration) and regional (African Union Migration Policy Framework Plan of Action 2018-‎‎2030) levels and factored in preliminary consultations with relevant national stakeholders ‎conducted in the preparation phase. In addition, the project contributes to Objective (3) "Improved ‎migration management in countries of origin, transit and destination" of the EU Trust Fund for ‎Africa and in particular to the Priority Action II – Advancing mutually beneficial legal migration ‎and mobility of the Operational framework of the North of Africa window. The project is also ‎aligned with the Valletta Action Plan Priority Domain 2 “Legal migration and mobility”, and with ‎the last Communication on the Delivery of the European Agenda on Migration that sets legal ‎migration channels with third countries via pilot initiatives as a strategy for achieving concrete ‎results.‎

The project comprises four Specific Objectives managed jointly by the ILO and IOM: ‎

• SO 1: Policy, legislative, institutional and regulatory frameworks in the field of legal ‎migration and mobility in particular those aiming at enhancing migrant workers' rights and ‎combatting forced labour, child labour and slavery are progressively established; ‎
• SO 2: Mechanisms for assessment, certification, validation and recognition of migrants' ‎skills and qualifications are improved; ‎
• SO 3: Migration related knowledge and data management in the field of legal migration and ‎mobility is improved; ‎
• SO 5: Cooperation between relevant stakeholders in the field of legal migration and ‎mobility, in particular job placement, is improved. ‎

A fifth component (SO 4: Mobility-schemes are established and/or improved) as well as part of ‎SO5, implemented by GIZ, are the subject of a separate contract between the EU and GIZ and not ‎part of the project described here. ‎

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Key expected results of SO1, SO2, SO3, and SO5 to be managed under the ILO-IOM project are: ‎

1. ‎Strengthened governance and implementation structures; ‎
2. Harmonised data collection mechanisms and analytical capabilities; ‎
3. Strengthened policy coherence (between in particular migration, education, employment ‎policies); ‎
4. Improved migrant workers’ rights and skills recognition; ‎
5. Labour migration issues effectively mainstreamed into social dialogue mechanisms; ‎
6. Regional spaces for exchange of good practice.‎

The project started in November 2019 with an end date in October 30th, 2022. The project is ‎however expecting a no-cost extension until end of October 2023, subject to the approval of the ‎donor.‎

The ILO is therefore seeking to recruit a Administration and Finance who will be responsible for ‎the administrative and financial support to the project in Egypt and of Egypt’s participation to sub-‎regional project activities.  As a team member, the incumbent provides senior level 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 range of administrative actions related to the financial ‎operations of the Office. 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 ensures 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.‎

Reporting lines

The incumbent will work under the direct supervision of the National Project Coordinator based in ‎Cairo, under the indirect supervision of the Project Manager based in Rabat, and under the overall ‎responsibility of the Director of the ILO Decent Work Country Office in Cairo.‎

Description of Duties

1. ‎Undertake and complete a range of specialized finance support functions and services. Initiate, ‎process, review and follow up on administrative actions, including verifying that information and ‎documentation is in compliance with financial rules and regulations, policies, procedures and ‎applicable standards.‎
2. Perform targeted analytical reviews and trend analysis of specific types of activities including ‎extra-budgetary projects, ensuring proper authorization and complete supporting documentation, ‎and check for fraudulent documents and transactions. Contribute to the preparation of financial ‎analytical reports.‎
3. Serve as a certifying officer for the project as necessary.‎
4. Undertake monthly bank reconciliation and follow up on outstanding issues including contacting ‎banks to clarify issues on account statements.‎
5. Review, correct and maintain a variety of financial, budget and other accounting records and ‎documents to ensure that transactions are matched and completed. Maintain, monitor and reconcile ‎budget data, including for overtime, salary deductions and other payments. Prepare detailed cost ‎estimates and participate in budget analysis and projections as required. Prepare year-end closure of ‎accounts in compliance with applicable standards and procedures.‎
6. Review and analyse financial transactions performed by the concerned office(s) and ensure their ‎overall compliance with applicable standards. Keep management informed of the internal control ‎of financial and administrative activities and propose action as required.‎
7. Conduct review of accounts and analyse information from multiple sources for financial status, ‎implementation and monitoring reports, activities and projects. Follow up on VAT claims and ‎outstanding claims on advances and closing of suspense accounts. Monitor and provide ‎information on the utilization of resources for donor and other funding counterpart reporting.‎
8. Assist in the follow-up on internal audit recommendations, draft responses to external audit ‎inquiries and observations, for the consideration of the supervisor.‎
9. Keep abreast of changes to financial rules and regulations, policies, procedures and other ‎developments and provide guidance and deliver training to staff with the view to building ‎knowledge. Oversee and guide the work of support staff performing finance-related work as ‎required.‎
10. Evaluate and propose improvements to work methods and processes with a view to ensuring ‎optimum efficiency and effectiveness. Liaise closely with other administrative areas to ensure ‎effective and smooth service design and delivery, recommending improvements on interrelated ‎processes.‎
11. Perform other relevant duties as assigned.‎
     

Required qualifications

Education

Completion of secondary school education. Training in accounting or finance.‎

Experience

Minimum of six years of operational or administrative support work experience, the majority of ‎which in the provision of financial operations support services. Experience of working with an ‎enterprise resource planning (ERP) system, in particular finance modules.‎

Languages

Excellent command of English. Working knowledge of Arabic.‎

Competencies

• Knowledge and Competencies (technical and behavioural)‎
• Good knowledge of financial administration, accounting techniques, local taxation and ‎banking methods.‎
• Good knowledge of international accounting standards such as International Public Sector ‎Accounting Standards (IPSAS) or other international or national accounting standards.‎
• Knowledge of methods and techniques for assessing quality and efficiency of process ‎execution.‎
• Knowledge of the substantive nature of ILO programmes and activities.‎
• Knowledge of UN Common System policies in the area of finance.‎
• Good knowledge of PC software (including word processor, spreadsheet and presentation ‎software) such as Microsoft Office.‎
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to ‎diversity, Orientation to learning and knowledge sharing, Client orientation, ‎Communication, Orientation to change, Takes responsibility for performance, Quality ‎orientation, Collaboration], this position requires:‎
• Ability to interpret and work within the applicable financial rules and regulations, policies ‎and procedures.‎
• Ability to adapt quickly to new software and systems.‎
• Accuracy and attention to detail.‎
• Sense of responsibility to maintain data integrity.‎
• Ability to coordinate the work of support staff.‎
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-‎discriminatory behaviour and attitudes.‎

The recruitment is subject to the extension of the project and based on the availability of funds.‎