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Finance and Administrative Assistant - G6(DC)

Salary rangeConfidential | Contract type: Fixed term

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Job Summary

The International Labour Organization (ILO) is implementing a 2 years EU funded project on Enhanced Impact of Public Financial Management on National and Sub-national Employment Governance in the Republic of Kenya. The overall objective of the project is to achieve progress towards Sustainable Development Goal (SDGs) through equitable and inclusive development (in particular productive employment and decent work).
The project falls under Country Office Dar es salaam and the technical responsibility of the DWT Pretoria.
The project will has two intermediary Outcomes as follows:
Intermediary Outcome 1: Pre-conditions for Local Government Employment Governance are established
Intermediary Outcome 2: Capacities at National and Local Government levels are strengthened in Implementation of Employment-sensitive Public Financial Management Tools
The project outcomes are:
Government will integrate pro-employment indicators in cross-cutting performance measures for LGAP Assessment.
Government will adopt and implement the National Employment Strategy resulting from this action.
General PFM reform mechanisms and procedures are properly adopted at the local level, and
Government will integrate pro-employment guidelines in fiscal decentralisation
The Project is seeking to recruit a Finance and Administrative Assistant (FAA) Position located in the Project Office in Kampala, Ugandai, which is under the ILO Country Office (CO) for East Africa in Dar Es Salaam. The Office also supports technical cooperation projects in a number of areas related to its mandate in close collaboration with the umbrella organizations for employers and workers.
As a team member of the Project, the incumbent provides para-professional finance and administrative services and is responsible for managing the completion of a range of support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, and will finance, travel and logistics and other operational related areas. Work involves the use of the enterprise resource planning (ERP) system. She or he ensures the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The position holder evaluates, anticipates needs, determines priorities and provides inputs into the design and development of improved finance and administration support services and delivery processes. Work assignments are carried out under minimum supervision with the incumbent operating with a high degree of independence in delivering and evaluating the finance and administration services provided. Work is reviewed for feasibility of recommendations and impact of end results.

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.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 5 years
Required languages: English (Spoken: fluent | Written: fluent)
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