Finance and Administrative Assistant - G5 (DC)

Introduction

The ILO Country Office for Ethiopia, Djibouti, Somalia, Sudan and South Sudan, and for the Special Representative to the AU and the ECA, based in Addis Ababa, implements its programmes and activities in close partnership with the Government of the Federal Democratic Republic of Ethiopia, in particular with its technical line, the Ministry of Women and Social Affairs (MoWSA), the employers’ and workers’ organizations. The implementation of its activities and programmes are in support of the Decent Work Country Programme (DWCP), agreed by the tripartite partners. DWCP is fully aligned with the Country’s development goals, articulated in its five-year Growth and Transformation Plan and the United Nations Sustainable Development Cooperation Framework (UNSDCF) of Ethiopia.

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The FAIRWAY Program, funded by the Swiss Development Cooperation, is a four-year inter-regional development cooperation initiative that aims to improve conditions of labour migration across migration pathways from Africa to the Arab States and better protect all migrant workers in vulnerable situations within the Arab states' region, thereby enabling migrant workers to contribute more fully to sustainable development in both countries of origin and destination. The project is in implementation in 5 countries in Africa including Ethiopia as one of the priority countries and the current phase of project is until end of December 2023.
 
FAIRWAY and CO-ADDIS ABABA have 50-50% budget provision for a Finance and Administrative Assistant (FAA) that helps to make a full-time Finance and Admin. Assistant available to CO-Addis Ababa to support in the financial and administrative management of FAIRWAY Project together with regular financial management business of Finance Unit of CO-ADDIS ABABA.

Reporting lines:

Under the overall supervision of the Director of the ILO Country Office in Addis Ababa (CO-Addis Ababa). the FAA will report directly to Senior Operations Office of CO-Addis Ababa and in relation to FAIRWAY, the FAA will be working under technical supervision of Technical Officer of the FAIRWAY Project based in CO-Addis Ababa.

Main duties and responsibilities:

1. Perform a range of specialised finance support functions and services for operational and payment-related work of both CO-Addis Ababa and FAIRWAY including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.

2. Monitor expenditure and budget allocations, updating information on project accounts and informing supervisors when funds need to be replenished.

3. Maintain and update country office and project spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports, and extract and compile financial data and present information on the status of financial resources of the projects to support analysis, budget revisions, and reporting needs.

4. Respond to requests for general information and routine queries on status of payments and other budgetary issues of CO-Addis Ababa and FAIRWAY.

5. Review and request additional information on the financial reports of FAIRWAYs' implementing partners, ensuring compliance with ILO rules, before submitting to the CO-Addis Finance Unit.

6. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

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7. Undertake and complete a range of administrative and operational support services. Contribute to the smooth and efficient functioning of the work of project teams by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.

8. Coordinate and perform the project administrative tasks, including logistical support to the FAIRWAY project personal and officials under CO-Addis Ababa, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops; provide training to partners if required

9. Assist in the timely preparation, translation, publication and dissemination of documents, presentations, briefing files and related materials.

10. Keep abreast of financial and administrative rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties.

11. Perform and/or coordinate other general administrative and financial duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters, particularly related with CO-Addis Ababa. Work closely with ROAF-Finance Unit in relation to similar tasks related with FAIRWAY Project.

12. Assist in ensuring timely and accurate quarterly financial reports are prepared including any additional donor financial reports that may be required. In addition, ensure proper financial closure of project with the preparation of the final reports and handover of key documents in line with ILOs document retention policies.

13. Perform other relevant duties as assigned by the direct Supervisor -Sr. Operations Officer in CO-Addis Ababa Finance Unit.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance from a recognized commercial school or equivalent.

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 or an International NGO and experience of working with an enterprise resource planning (ERP) system is a strong advantage.

Languages

Excellent command of English and good working knowledge of Amharic.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.

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• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.
• Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.