Finance and Administrative Assistant – G5(DC) Summary

The incumbent works under direct supervision of the Project Manager.

The Productivity Ecosystems for Decent Work Project. The Programme is built on the recognition that productivity growth is determined by a myriad of interfacing dynamics described above and applies, as implied by the name, an ecosystems approach to improve productivity and working conditions. An ecosystems approach means addressing productivity in an integrated way – across enterprise, sector, and national-level rather than intervening at just a single level.

Administrative and operational support for project activities provided and performed in an effective, timely and transparent manner, and in accordance with established rules and procedures.

Financial support provided and performed in an effective, efficient, timely and transparent manner, and in accordance with established rules and procedures.

2. Reporting lines:

The incumbent works under direct supervision of the Project Manager.

Description of Duties
1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.

3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.

4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.

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

6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.

7. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

8. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.

9. Provide support, when necessary, in the preparation and running of project workshops and meetings.

10. Check payment vouchers for accuracy and completeness. Ensure proper authorization and support documentation for all transactions.

11. Provide administrative and financial support to project staff and consultants. Assist with payments, services, travel claims, and other financial requirements.

12. Maintain, update, and transmit records of unused and expandable equipment.

13. Perform other relevant duties as assigned.

Required qualifications
Education
Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience
At least five years of progressively responsible financial and administrative work.

Languages
Excellent knowledge of English language.

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.
– Good analytical skills.
– Ability to reason and make sound judgements.
– Ability to maintain financial records and prepare accounting reports and statements.
– Demonstrate responsible behaviour and ability to pay attention to detail.
– Ability to deal with confidential matters with discretion.
– Display high standards of ethical conduct.
– Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
– 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 deal with people with tact and diplomacy.
– Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

“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.”

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.