Senior Finance and Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, contributing to the improvement of working conditions and the promotion of decent work for all. The organization operates in over 180 countries and has a diverse workforce dedicated to addressing the challenges of labor and employment. The ILO values diversity and inclusivity, encouraging applications from qualified individuals regardless of gender, disability, or background.

Job Overview:
The Senior Finance and Administrative Assistant will play a crucial role in supporting the project titled 'Promoting Sustainability and Decent Work in the PET Recycling Value Chain – A Pilot Project in Islamabad Capital Territory (ICT)'. This project aims to enhance sustainable plastic waste management while improving the livelihoods of informal waste workers in Pakistan's capital region. The successful candidate will be responsible for maintaining financial records, processing contracts, and ensuring compliance with ILO regulations. The role requires close collaboration with the National Project Coordinator and the ILO Operations and Administrative Officer, ensuring that financial and administrative tasks are executed efficiently to support the project's objectives. The position is integral to the project's success, as it bridges environmental sustainability with social protection, focusing on strengthening PET recycling systems and empowering the informal workforce.

Duties and Responsibilities:

• Maintain comprehensive financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data for daily transactions and reports.
• Process contracts for financial clearance and payment, ensuring the correctness and appropriateness of contract types used for each activity, and that all necessary supporting documents are attached.
• Prepare correspondence to verify data, address queries, and follow up with the Project Officer, ILO staff, consultants, and counterparts as necessary.
• Review financial reports from project implementing partners and consultants, ensuring compliance with ILO rules before submission to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices, and claims invoices.
• Provide administrative and financial guidance for project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with the Finance Unit and project donors on rules and procedures, informing project staff and partners of any new or revised practices.
• Prepare recurring and special reports for donor reporting, budget preparation, audits, or other purposes as required.
• Calculate and compile cost estimates and participate in budget analysis and projections as needed by the National Project Coordinator and Senior Project Officer. 1
• Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests. 1
• Maintain the official travel plan for project staff, consultants, and stakeholders, coordinating travel and accommodation arrangements, visa, and security" style="border-bottom: 1px dotted #007bff !important;">security requirements. 1
• Liaise with ILO constituents, implementing agencies, and donors for follow-up on activities and clearances, maintaining up-to-date directories. 1
• Coordinate and provide administrative and financial support for meetings, workshops, and events, including taking notes and minutes. 1
• Support communication and visibility efforts for the project, the ILO, and donors. 1
• Provide informal interpretation and translation services as needed. 1
• Perform other duties as assigned by the supervisor.

Required Qualifications:
Candidates must have completed secondary school education, supplemented by technical or university-level courses in administration, finance, or a related field. Additionally, candidates should possess in-depth knowledge of program and budget management, with a thorough understanding of ILO administrative and financial policies and procedures. Proficiency in word processing, spreadsheets, web browsers, and other software required for financial and administrative tasks is essential. Strong communication skills, both oral and written, are necessary to engage effectively with diverse stakeholders in a multicultural environment. Candidates should demonstrate the ability to organize their work, prioritize tasks, and work independently as well as collaboratively in a team setting. A proactive approach to problem-solving and the ability to work under pressure while maintaining attention to detail are also critical.

Educational Background:
The position requires completion of secondary school education, supplemented by technical or university-level courses in administration, finance, or a related field. This educational background is essential to ensure that the candidate possesses the necessary knowledge and skills to perform the financial and administrative duties effectively.

Experience:
Candidates should have at least six years of progressively responsible financial and administrative work experience. Proven experience in supporting the implementation of technical cooperation projects and working effectively with government bodies at both provincial and federal levels, as well as with employers and workers' organizations and development partners, is highly advantageous. This level of experience is crucial for understanding the complexities of project management and financial oversight within the context of the ILO's operations.

Languages:
Excellent knowledge of the working language of the duty station, which is Urdu, is mandatory, along with a good knowledge of English. Proficiency in both languages is essential for effective communication and collaboration with diverse stakeholders involved in the project.

Additional Notes:
The position is a fixed-term contract for 12 months, with the possibility of extension based on various factors, including the availability of funds, the continuing need for the functions, and satisfactory conduct and performance. The recruitment process for General Service positions is subject to specific local recruitment criteria, and the ILO values diversity among its staff, encouraging applications from qualified female candidates and individuals with disabilities. The ILO does not charge any fees at any stage of the recruitment process, and candidates are advised to complete the online application form as per the instructions provided on the ILO Jobs website.