The Ugandan Jobline

Job Title:     Finance
and Administrative Assistant (United Nations UN Jobs)

Organisation: International
Labour Organization (ILO)

Duty Station: Kampala,
Uganda

Grade: G5

Reports to: National
Project Coordinator

Vacancy no.:
DC/DAR/GS/2020/04

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

How to Apply:

All suitably
qualified and interested candidates who wish to join the International Labour
Organization in the aforementioned capacity are encouraged to apply online at
the link below.

Click
Here

Deadline: 21^st May 2020

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