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Job Title:    Finance and Administrative
Assistant (UN Jobs)

Organisation: International
Labour Organization (ILO)

Duty Station: Kampala, Uganda

Reports to: National Programme Manager Project
Coordinator (NPC)

Vacancy no.: DC/DAR/GS/2021/02

 

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:  Under
the overall responsibility of the Director, ILO Country Office, Dar es Salaam
and under the direct supervision of National Programme Manager Project
Coordinator (NPC), the incumbent will be responsible for the timely completion
of finance and administration support services in a range of Finance and
Administrative areas encompassing general administration and office support,
travel and logistics and other operational areas. S/he shall evaluate and
follow up on service provision to ensure optimum delivery in compliance with
applicable standards; as well as ensure strategic and efficient management of
project financial resources within the Donor expectations and ILO requirements.

 

The incumbent is expected to effectively cooperate with CO – Dar es
Salaam, especially with Operations Unit. Internal contacts are with staff and
managers in field offices, project locations and headquarters to enlist support
and cooperation and to provide advice for the resolution of complex issues in
compliance with applicable standards. Contacts are also to coordinate
activities with other units for the delivery of interrelated services.

 

External contacts are primarily with constituents, counterparts in UN
agencies and other international organizations, government agencies, and
concerned authorities to coordinate and resolve pending issues and seek
opportunities for synergies and process improvements aiming at quality and cost
effectiveness. This position will be based in Nairobi.

 

Key Duties and Responsibilities:  

Financial

·       
Review
and verify financial reports basing on ILO rules and EU general terms and
conditions and guidelines and closely monitoring reported expenditures as a
basis for budgetary control in respect of approved budgets.

·       
Prepare
on a monthly basis, expenditure reports related to OFCs received by the
projects for the purposes of close monitoring and ensuring that expenditures do
not exceed approved allocations.

·       
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 imprest Accounts office to ensure consistent
availability of sufficient funds for timely implementation of a wide range of
activities under the project

·       
Advise
the National Programme Manager on all aspects of Accounts and financial control
procedures in order to ensure compliance with ILO financial rules and
regulations and EU general terms and conditions

·       
Prepare
responses in respect of Accounting and Audit queries that may be raised by the
verification unit of the Regional Office in Addis Ababa

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
any other duties as assigned by the supervisor.

 

Qualifications, Skills and
Experience:

·       
The
ideal candidate for the International Labour Organisation (ILO) Finance and
Administrative Assistant job opportunity should have completed secondary school
education supplemented by a formal training in accounting and/or finance and
administrative field from a recognized commercial school or equivalent.

·       
Minimum
of five to six years of operational or administrative support work experience
including providing financial operations support services. Experience of
working with an enterprise resource planning (ERP) system.

·       
Languages:
Excellent command of English.
Working knowledge of another official language of the Organization or an
official national language of the duty station.

 

Competencies

·       
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 in a multicultural environment and to demonstrate gender-sensitive and
non-discriminatory behaviour and attitudes.

·       
Ability
to deal with confidential matters with discretion;

·       
Must
display high standards of ethical conduct;

·       
Ability
to evaluate correspondence and inquiries for best course of action;

·       
Ability
to respond to work related inquiries in an appropriate manner;

·       
Ability
to organize own work;

·       
Ability
to demonstrate responsible behaviour and attention to detail.

·       
Supervisory
skills. Discernment.

·       
Excellent
time management skills.

 

How to Apply:

All candidates who wish to join the International Labour Organisation,
ILO, in this capacity should apply online at the link below.

 

Click
Here

 

Deadline: 9^th March
2021

 

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