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Job Title:   Finance and Administrative Assistant (UN Jobs)

Organisation: International Labour Organization (ILO)

Duty Station:  Kampala, Uganda

Vacancy no.: DC/DAR/GS/2022/04

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 organization 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 for the United Republic of Tanzania, Burundi, Kenya, Rwanda and Uganda (CO Dar es Salaam) and under the direct supervision of the the Project Manager of the FAIRWAY Project in Africa. 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.

Key Duties and Responsibilities:  

• Perform a range of specialised 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.
• Monitor expenditure and budget allocations, updating information on project accounts and informing supervisor when funds need to be replenished.
• Maintain and update project 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 project to support analysis, budget revisions, and reporting needs.
• Respond to requests for general information and routine queries on status of payments and other budgetary issues.
• 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, and check payment vouchers, prices and claims invoices.
• Undertake and complete a range of administrative and operational support services. Contribute to the smooth and efficient functioning of the work project team by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.
• Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises
• Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system- IRIS, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops
• Ensure the timely preparation, translation, publication and dissemination of documents, presentations, briefing files and related materials. Take minutes and follow upon the implementation of decisions.
• Keep abreast of financial and administrative rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties.
• Ensuring timely and accurate quarterly financial reports are prepared including any additional donor financial reports that may be required. Ensuring proper financial closure of project with the preparation of the final reports and handover of key documents in line with ILOs document retention policies
• Perform other relevant duties as assigned by supervisor

Qualifications, Skills and Experience:

• The applicant must have completed secondary school education, supplemented by a formal training in an area related to accounting and/or finance, general administration and office support.
• At least five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in donor funded projects and with the UN system or an International NGO and in addition experience of working with an enterprise resource planning (ERP) system is an advantage.
• Languages: Excellent command of English and good working knowledge of another language of the duty station

Competencies

• Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage
• Ability to work in stakeholder engagement and communications (organization of events, preparation of press briefs, etc)
• Ability to interpret and work within the applicable administrative and financial rules and regulations, policies and procedures.
• Ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviours and attitudes.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• 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.
• 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.
• Ability to deal with people with tact and diplomacy.
• Ability to coordinate and oversee a broad range of operational activities.
• Good drafting skills.
• Must demonstrate responsible behaviour and attention to detail.

How to Apply:

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

Click Here

Deadline: 9^th September 2022

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