Project 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, fostering decent work opportunities for all. The organization operates in over 180 countries and employs thousands of staff members dedicated to improving labor conditions and promoting rights at work. The ILO's work encompasses a wide range of issues, including employment, social protection, and labor rights, and it collaborates with governments, employers, and workers' organizations to achieve its goals.

Job Overview:
The Project Finance and Administrative Assistant plays a crucial role in supporting the 'Inclusive and Productive Employment in Moldova – Phase II' project, which is financed by Switzerland and aims to implement Moldova’s Decent Work Country Programme for 2025-2

• This position is essential for ensuring that the project runs smoothly by providing necessary organizational, administrative, and financial support to the Project Technical Officer and other team members. The assistant will be responsible for maintaining financial records, processing documentation, and ensuring compliance with ILO rules and regulations. This role requires a proactive approach to problem-solving and effective communication with various stakeholders, including project staff, consultants, and government partners. The assistant will also contribute to the preparation of reports and assist in organizing project workshops and meetings, making it a dynamic and integral part of the project team.

Duties and Responsibilities:

• Maintain project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, statements, and other data for daily transactions and reports.
• Review, process, and prepare all necessary documentation, including contracts, ensuring correctness and accuracy for financial clearances and payments.
• Prepare correspondence to verify data, address queries, and follow up with project and ILO staff, consultants, and counterparts, drawing attention to matters requiring immediate action.
• Review financial reports from project implementing partners, 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 support and guidance to project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with the Finance Unit and project team on rules, regulations, and procedures, informing project staff, partners, and consultants of any new or revised practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, budget preparation, audits, or other purposes.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required. 1
• Provide support in the preparation and execution of project workshops and meetings as necessary. 1
• Perform other relevant duties as assigned by the Project Technical Officer or other senior staff.

Required Qualifications:
Candidates must have completed secondary school education, with formal training in accounting and/or finance being an asset. A strong understanding of financial and administrative rules, guidelines, and procedures is essential. Candidates should demonstrate good analytical skills, attention to detail, and the ability to maintain financial records and prepare accounting reports. Proficiency in computer software such as Microsoft Word, PowerPoint, Excel, and Adobe Reader is required, along with the ability to use other software packages as needed by the office. Candidates should also possess strong communication skills, both oral and written, and the ability to work independently as well as part of a team.

Educational Background:
The position requires candidates to have completed secondary school education. While formal training in accounting and/or finance is not mandatory, it is considered an asset that can enhance a candidate's suitability for the role.

Experience:
Candidates should have at least five years of progressively responsible experience in financial and administrative work. This experience should demonstrate a solid understanding of financial management and administrative processes, as well as the ability to handle complex tasks and responsibilities effectively.

Languages:
Excellent knowledge of English is mandatory, along with a good working knowledge of Romanian. Proficiency in additional languages may be considered an asset but is not required for this position.

Additional Notes:
The position is a fixed-term contract for one year, with the possibility of extension based on the availability of funds and the continuing need for the functions performed. The recruitment process is subject to specific local criteria, and the ILO may only offer contracts to individuals with valid residency status and work permits in Moldova. The entry-level salary for this position is 328,620 MDL yearly. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process does not involve any fees, and candidates should be cautious of fraudulent communications.