International Labour Organization (ILO)

Sr. Finance and Administrative Assistant

International Labour Organization (ILO)

Job Description

Grade: G6 Vacancy no.: DC/NEWDELHI/GS/2020/03 Publication date: 21 August 2020 Application deadline (midnight India time): 11 September 2020 Job ID: 1851 Department: RO-Asia and The Pacific Organization Unit: DWT/CO-New Delhi Location: New Delhi Contract type: Fixed Term Contract duration: One year Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General. In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date. The following are eligible to apply:
  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.

  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status and work permit in India. Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance. *Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is INR 1,035,979 yearly, less medical and pension contribution. Introduction The International Labour Organization will be implementing a new Development Cooperation (DC) project, “Asia Regional Child Labour Programme”, with a focus on elimination of child labour in Asia. The Programme, funded by the UK Department for International Development (DFID), has a budget of about USD 10 million and will support six countries in Asia to eliminate child labour under the IPEC+ Flagship Programme: Afghanistan, Bangladesh, India, Nepal, Myanmar and Pakistan. The Programme has four thematic approaches to protect children’s rights and address child labour: (1) Child Labour and Poverty, (2) Child Labour and Education, (3) Social norms and values that trigger child labour, and a (4) Legal and Business Environment in reducing child labour. The Programme will intervene in each country through the approaches of partnership, research and Capacity Building of key actors, with a specific country strategy. The ILO Programme is part of an overall DFID regional programme on child labour elimination in Asia, implemented by ILO, UNICEF and a coalition of NGOs led by the Institute for Development Studies (IDS). The Administrative and Finance Assistant will oversee and provide administrative and financial support for the management and implementation of the project’s activities in abidance with ILO accountability standards. Reporting lines: Under the general guidance of the Director, the Administrative and Finance Assistant will report directly to the Chief Technical Adviser and work closely with other project team members as well as the ADFIN Unit in Delhi. S/he will also provide guidance and coaching for other junior administrative support staff in the project. Description of Duties 1. In Coordination with relevant departments in HQ (BUDCT, PARDEV, FUNDAMENTALS) and in liaison with the project team members, perform substantive and administrative support for the successful delivery of the project activities. This includes processing entitlements, issuance of contracts and maintenance of records and files. 2. Oversee office management and administrative support services. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel. 3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars, trainings under the country programme outcomes. 4. Maintain, contact and perform liaison duties with concerned technical units at Headquarters (BUDCT, PARDEV, and FUNDAMENTALS), ministries, government offices, social partners’ organizations and UN agencies. 5. Prepare, on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or other related tasks including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence. 6. Brief and assist the Chief Technical Adviser, experts and consultants on all aspects of Administration related matters such as visa, licenses, security internal coordination, documentation and communication structures, including key managerial practices and standards. Provide interpretation of administrative rules, regulations and procedures. 7. Review incoming correspondence which requires action by the CTA; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various project personnel and other organizational unites/entities on the submission of reports and correspondence. 8. Prepare background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in programme and budget preparations. Participate in budget Analysis and projections as required. Provide timely information to constituents and donor upon request. 9. Consolidate information related to, maintain and disseminate on a regular basis the Programme’s calendar containing schedules of activities, events, key Programme milestones and deadlines; provide the necessary follow-ups to concerned colleagues with regards to calendar items. 10. Oversee and carry out operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments. 11. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information. 12. Verify cash transaction, cash balances, bank statements, monthly reconciliation statements of implementing partners. Provide guidance to project partners on ILO accountability standards ensuring that all movements via bank are supported by bank receipts. 13. Provide guidance and coaching the work of lower level administrative and/or other support staff. 14. Perform other duties as assigned by the supervisor. Required qualifications Education Completion of secondary school education. University degree and professional certificaiton in accounting and finance is desirable but not a mandatory requirement. Experience Six years of progressively responsible Finance and administrative work and experience guiding other administration support staff. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Office’s operations would be ideal. Languages Excellent knowledge of English and good working knowledge of Hindi. Competencies Among nine ILO core competencies, following competencies are particularly important for this position: Quality Orientation, Communication, Collaboration Integrity and Transparency, Client Orientation, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance, Ability to organize work of own and others paying attentions. Others: Good knowledge of the purpose and functions of the technical programme and data as well as other offices and sectors which interact with the programme. Good knowledge of programme planning, implementation and evaluation principles, practices and procedures. Good administrative skills to provide programming support. Good analytical skills. Ability to reason and make sound judgements. Ability to work under pressure. High standards of ethical conduct and honesty. • Knowledge of protocol • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks. • Proficient in basic Computer Software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office • Ability to obtain services from other work units inside or outside the office for completion of tasks • Ability to work as a member of a team and manage a heavy workload under time pressure. • Thorough knowledge and understanding of complex administrative guidelines and procedures as well as the full range of administrative services within support areas such as HR, Finance and Procurement; • Good knowledge of work of the office and the world carried out in other work units • Ability to respond to requests from high-ranking officials and to deal with high-level visitors with tack diplomacy • Ability to search and retrieve information from databases and compile reports; • Supervisory skills; Excellent time management skills • Ability to deal with confidential matters with discretion Recruitment process Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures. ILO is committed to diversity and inclusion within its workforce, and encourages all candidates,irresepctive of gender, religious and ethnic backgrounds, including persons living with disabilities, to apply. Fraud warning The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.
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