Finance and Administrative Assistant

The Finance and Administrative Assistant will directly report to the National Project Coordinator. She/He will provide finance and administrative services to the project ensuring the highest standards of discretion and integrity and sense of responsibility. He or she will provide a range of specialized finance and administrative support services in an efficient, effective and client-oriented manner. Work involves using the enterprise resource planning (ERP) system to process transactions for financial clearance and payment processing. The incumbent performs at a fully operational level and resolves a variety of recurring and non-recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines. 

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

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

• 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.

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

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

• 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.

• 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.

• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, budget preparation, audits, or other reasons.

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

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

• Perform other relevant duties as assigned.

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

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

• Excellent command of English and good working knowledge of another language of the duty station.

• 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 and sound judgement.

• Ability to maintain financial records and prepare accounting reports and statements.

• Demonstrate responsible behaviour and attention to detail.

• Ability to deal with confidential matters with discretion.

• Display high standards of ethical conduct.

• Proficient in Microsoft Word, PowerPoint, Excel, Adobe Reader, and other software packages required by the Office (e.g., IRIS).

• Ability to evaluate correspondence and inquiries for best course of action.

• Ability to respond to work-related inquiries appropriately.

• Ability to obtain services from other work units inside or outside the office for completion of tasks.

• Effective oral and written communication.

• Ability to work independently and as part of a team.

• Strong organizational skills.

• Ability to deal with people tactfully and diplomatically.

• Capacity to work in a multicultural environment with gender-sensitive behaviour and attitudes.