Latest Job Adverts
| Finance and Administration Assistant |
| ILO |
Advert
Posted 2019-05-02 01:35:41
Reporting
Lines
Under the overall
responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique,
the Finance and Administration Assistant will report and work under the
guidance of the Chief Technical Adviser, in collaboration with the National
Project Coordinator.
Description of Duties
- Provide administrative and
financial support and guidance for Project management and staff with
respect to payments, entitlements, travel claims, and other requirements
relating to accounts and finance.
- Assist in the preparation of
budget estimates and expenditure, forecasts.
- Assist in processing payment
requests and maintaining project financial transactions in accordance with
the ILO financial rules and regulations; Classify and assign budget codes,
verify and process claims for payment, and check payment vouchers, prices
and claims invoices.
- Collect quotations, draft
contracts, preparation of POs and agreements with partners and suppliers.
- Work in close collaboration with
Programme and Finance Unit in CO-Lusaka with preparing Office Fiancial
clearance, External Payment Authorisation and Budget Revisions for Project
related activities ;
- Assist in issuing and monitorig
of external collaboration contracts and service contracts. Ensure timely
discharge of financial responsibilities of the project`s contractual
obligations to third parties based on ILO rules ;
- Assist in providing information
to project`s Implementing Partners on ILO administrative and financial
procedures. Inform potential difficulties that may arise from the
administrative and financial management
- Perform administrative tasks,
including logistical support to the project personnel , travel
arrangements (including TA request ) , visas, hotel reservation , etc.,
and provide logistics and administration arrangement for meetings,
conferences, seminars and workshops
- Process contracts for finanical
clearance and payment , assist in drafting term of reference for project
external collaboration contracts and service contracts ; and ensure all
necessary supporting documents are attached , under the guidance of the
Chief Technical Adviser and National Project Coordinator
- Calculate and compile cost
estimates , and participate in budget analysis and projections as required
by the National Project Officer and National Project Coordinator
- Maintain project financial
records and monitoring systems to record and reconcile expenditures,
balances, payments, statements, and other data for daily transactions and
reports
- Perform other tasks as requested
by the Chief Technical Adviser and the National Project Coordinator.
Required qualifications
Education
Completion of secondary school
education plus formal training in accounting and/or finance and administrative
field from a recognized commercial school or equivalent.
Experience
Six years of progressively
responsible financial and administrative work, and some training in an
administrative field.
Languages
Excellent knowledge of English
and good knowledge of one working language of the duty station.
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 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.
- 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.
`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.
Fraud warning
The ILO does not charge any fee at any stage of the recruitment
process whether at the application, interview, processing or training stage.
Messages originating from a non ILO e-mail account – @ilo.org – should be
disregarded. In addition, the ILO does not require or need to know any
information relating to the bank account details of applicants.
