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.

Deadline: 9th March 2021