About US:

The International Labour Organization (ILO) is a United Nations agency dealing with labour problems, particularly international labour standards, social protection, and work opportunities for all. The ILO has 187 member states: 186 of the 193 UN member states plus the Cook Islands are members of the ILO. In 1969, the organisation received the Nobel Peace Prize for improving peace among classes, pursuing decent work and justice for workers, and providing technical assistance to other developing nations.

Job Summary:

The Finance and Administrative Assistant provides finance and administrative services to the EU Action Project, ensuring the highest standards of discretion and integrity and sense of responsibility. He or she will provides 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.

The Finance and Administrative Assistant works under the overall responsibility of the Director of ILO Country Office for the United Republic of Tanzania, Kenya, Uganda, Rwanda and Burundi (CO-Dar es Salaam) – the Finance Administrative Assistant (FAA) will directly report to the National Project Coordinator. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in application of financial rules and regulations, policies, procedures and guidelines.

Key Duties and Responsibilities:

Financial

• Perform a range of specialized finance support functions and services for operational and payment-related work of the Office, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
• Process accounts receivable including billing, adjustments and changes. Manage cash receipts and petty cash.
• Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements.
• Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished.
• Maintain and update spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports and extract and compile financial data and present information on the status of financial resources of the Office to support analysis and reporting needs.
• Respond to requests for general information and routine queries on status of payments and other budgetary issues.
• Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties
• Review and verify financial reports implemented by Project partners, closely monitoring reported expenditures as a basis for budgetary control in respect of approved budgets.
• Maintain petty cash book and/or records for recording of financial data pertaining the petty cash account
• Prepare payment requests for staff travels allowances and for payments to suppliers
• Prepare payment requests for seminar advances and ensure their prompt accountability, maintaining proper and accurate records for facilitating, reconciliation of the GL Account in order to ensure prompt clearance of outstanding items
• Submit timely replenishment requests to finance unit – CO Dar es salaam to ensure consistent availability of sufficient funds for timely implementation of a wide range of activities under the project
• Advise the National Programme Coordinator on all aspects of Accounts and financial control procedures in order to ensure compliance with ILO financial rules and regulations
• Provide Financial advisory support to Partner Agencies on ILO financial reporting procedures to ensure compliance with rules and regulations
• Prepare responses in respect of Accounting and Audit queries that may be raised by the verification unit of the Regional Office

Administrative

• Process Duty and VAT exemptions for purchase of goods and services by ILO technical cooperation projects
• Provide administrative support services such as Hotel booking and ticket reservations and/or confirmations related to ILO travel arrangements
• Assist in office Transport coordination, arrange fuel replenishments, maintain records on car services and ensure good maintenance of office equipment
• Assist in any other administrative and personnel chores related to human resources and office administration e.g maintaining staff leave records, purchase of stationery etc.
• Perform other relevant duties as assigned

Qualifications, Skills and Experience:

• The ideal candidate for the International Labour Organization ILO Finance and Administrative Assistant job should have completed secondary school education supplemented by a formal training in accounting and/or finance and administrative field.
• A minimum of five years of experience required in working in finance and administration, preferably with an international organization.
• Knowledge of financial administration and/or accounting techniques.
• Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:
• Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Accuracy and attention to detail.
• Sense of responsibility to maintain data integrity.
• Ability to work with confidential material
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Ability to work in a team and to work under pressure.
• Languages: Excellent knowledge of English is required. A working knowledge of relevant local language is an advantage.

ILO core competencies:

Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration

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Closing Date : 26 June 2020