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Finance And Administrative Assistant

Closing: Sep 9, 2022

This position has expired

Published: Sep 5, 2022 (26 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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Education

Completion of secondary school education, supplemented by a formal training in an area related to accounting and/or finance, general administration and office support.

Experience

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


Responsibilities
Education

Completion of secondary school education, supplemented by a formal training in an area related to accounting and/or finance, general administration and office support.

Experience

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


  • 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


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