Finance and Administrative Assistant Verified listing

The Senior Finance and Administrative Assistant will work under the overall supervision of National Project Coordinator and in close cooperation and coordination with ILO Operations and Administrative Officer of the Country Office.

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.    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.    Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with Project Officer, ILO staff, consultants and counterparts. Draw the attention of the Project Officer and, where necessary the Senior Operations Officer, to matters requiring immediate attention.
4.    Review and request additional information on the financial reports of project implementing partners and consultants, ensuring compliance with ILO rules, before submitting to the Finance Unit.
5.    Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
6.    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.
7.    Consult with Finance Unit and the project donor on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
8.    Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
9.    Calculate and compile cost estimates and participate in budget analysis and projections as required by the NPC and SPO.
10.    Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests.
11.    Maintain the official travel plan of the project staff, consultants and other stakeholders. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.
12.    Laise with concerned ILO constituents, implementing agencies and donor as appropriate for follow-up on activities and other clearances. Maintain up-to-date directories.
13.    Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Take notes and/or minutes at meetings.
14.    Provide support to communication and visibility of the project, the ILO and donor.
15.    Provide informal interpretation and translation.
16.    Perform other duties as assigned by the supervisor.

Education

Completion of secondary school education, supplemented by technical or university-level courses in administration, finance, or a related field.

Experience

Six years of progressively responsible financial and administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies at the provincial and federal levels, employers and workers organizations and with development partners would be an advantage.

Languages

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