Finance and Administrative Assistant - G6

Introduction

Climate change and environmental degradation are now considered as some of the greatest challenges, ‎with major implications for economic growth, income and jobs, health and livelihoods. While this applies ‎globally, the MENA region is also significantly affected, and the costs of climate change are likely to be ‎borne disproportionately by the most vulnerable groups such as women. The economic gender gap in ‎the MENA region remains one of the largest in the world, despite substantial progress being made in the ‎last few years. Female labour force participation is the lowest worldwide, estimated at an average of ‎‎20% in 2019.

To address the double challenge of climate change and gender in the world of work, the Sida-funded ‎ADWA’ project is working in its second phase. This phase builds on and expands the work of the project ‎both technically by adding significant gender and green jobs/just transition components to its ongoing ‎work.‎

Over the coming year, the project will work to achieve its Development Objective: Targeted North ‎African countries benefit from an environmentally sustainable economy characterised by decent and ‎green jobs available to women and men on an equal basis. This will be achieved via the three connected ‎Outcomes:‎

1. Economic reforms enable growth of green and inclusive jobs in partner countries
2. Ratification, reflection in national jurisprudence and increased knowledge of ILS in partner ‎countries with a special focus on employment and gender issues
3. The private sector invests in green businesses/jobs and promotes women’s entrepreneurship in ‎partner countries.

The project’s phase II key interventions will clearly align with existing national and regional strategies ‎and contribute to the achievement of SDG 8. It is anticipated that the multi-country regional approach ‎will enable mutual exchange of knowledge, learning and experiences.‎

The Finance and Administrative Assistant will be working across all three Outcomes of the project in ‎Egypt. S/he will be working within the ADWA’ project administrative and finance hub located in Cairo, ‎together with two colleagues working in the same field. ‎

Reporting lines: ‎
Under the overall responsibility of the ILO DWT/Country Office Director for Egypt and Eritrea, the ‎Finance and Administrative Assistant will report directly to the Chief Technical Adviser based at ILO ‎DWT/CO-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 policies, procedures and ‎applicable standards, with ILO rules and regulations and ILO DWT/CO-Cairo processes.‎
‎2.‎    Assist in preparing Purchase Orders (POs) and TTs in IRIS and external collaboration and service ‎contracts. Process contracts for financial clearance and payment. Ensure the correctness and ‎appropriateness of types of contracts used with each activity, and ensure all necessary supporting ‎documents are attached.‎
‎3.‎    Coordinate and perform project administrative tasks, including logistical support to the project ‎personal, 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. Participate in missions if required‎
‎4.‎    Provide administrative and financial backstopping and guidance for project staff and consultants, ‎with respect to payments, entitlements, travel claims, and other requirements relating to accounts ‎and finance. In addition, maintain various official records and general administrative files.‎
‎5.‎    Prepare recurring reports as scheduled and special reports as required for donor reporting, for ‎budget preparation, audits or other reasons ensuring compliance with ILO rules and regulation
‎6.‎    Maintain, update and transmit inventory records of non-expendable equipment.
‎7.‎    Obtain necessary clearances, process and follow-up on administrative actions and resolve issues ‎related to project implementation.‎
‎8.‎    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.
‎9.‎    Draft and clear administrative correspondence relative to budgetary matters to verify data, ‎answer queries and obtain additional information. Maintain project financial records and monitoring ‎systems to record and reconcile expenditures, balances, payments, statements and other data for ‎daily transactions and reports.‎
‎10.‎    Keep abreast of changes of ILO policies, procedures, guidelines and processes relevant to the ‎project and in consultation with the Finance Unit provide guidance to the Chief Technical Advisor ‎and other staff members. ‎
‎11.‎    Classify and assign budget codes, verify and process claims for payment, and check payment ‎vouchers, prices and claims invoices.‎
‎12.‎    Performs other relevant duties as assigned by the Supervisor.‎

Required qualifications

Education

Completion of secondary school education plus formal training preferably in accounting or ‎finance.

Experience

At least 6 years of progressively responsible financial and administrative work, and some training in an ‎administrative field. Good financial and administrative knowledge for project implementation. Familiarity ‎with the mandate and the tripartite structure of the ILO and/or prior work experience with the ILO is a ‎significant advantage. Experience working with an enterprise resource planning (ERP) system, in ‎particular financial modules is an advantage.

Languages

Excellent command of English and a good working knowledge of Arabic (orally and ‎written).

Competencies

• Knowledge of in-house procedures for the preparation of documents and administrative forms, and ‎for the creation and maintenance of filing systems;‎
• Knowledge and understanding of a complex body of financial and administrative rules, guidelines ‎and procedures.‎
• Knowledge of International Accounting standards such as International Public Sector Accounting ‎Standards (IPSAS) or other international or national accounting standards.
• Knowledge and understanding of administrative guidelines and procedures.‎
• Ability to prioritise work assignments, organise own schedule, perform routine work independently, ‎meet deadlines and adapt to changing demands. ‎
• Ability to obtain services from other work units inside or outside the office for 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;
• 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.
• Ability to maintain effectiveness when experiencing major changes in work tasks or environment, ‎and to adjust effectively to work within new structures, processes, requirements or cultures. ‎

“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”.