Finance and Admin. Assistant (FAA)

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 has a diverse workforce of approximately 3,500 employees. The ILO is committed to promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO values diversity and inclusivity within its workforce, actively encouraging applications from women, persons with disabilities, and other underrepresented groups.

Job Overview:
The Finance and Admin. Assistant (FAA) will play a crucial role in supporting the ILO's project aimed at improving electronic waste management in Zambia, particularly in the Central Province. This project is funded by the Government of Japan and focuses on creating job opportunities for youth, women, and persons with disabilities through training in e-waste reuse, recycling, and sustainable disposal. The FAA will be responsible for ensuring the smooth functioning of project administration and office management, providing essential support to the project team, and facilitating the organization of workshops and training sessions. The role requires a proactive approach to managing project funds, maintaining financial records, and ensuring compliance with ILO regulations. The FAA will also assist in the development of project budgets and provide guidance to project staff on administrative procedures. This position is vital for the successful implementation of the project, which aims to generate green employment opportunities and promote sustainable practices in e-waste management.

Duties and Responsibilities:

• Ensure smooth functioning of project administration, office management, and operational support functions, collaborating with other administrative staff.
• Organize special meetings and coordinate administrative arrangements for workshops, seminars, and training sessions.
• Manage expenditures under development cooperation funding, ensuring rational use of funds through calculations, requests, and payments.
• Prepare purchase orders and external collaboration contracts.
• Maintain contact with local banks for information on procedures, regulations, and account maintenance.
• Prepare correspondence and reports on administrative tasks, including confidential matters, and respond to queries from stakeholders.
• Collaborate with Programme and Finance Units to prepare financial clearances and budget revisions for project activities.
• Advise project staff on budget preparation and internal financial controls.
• Process project budget information and make necessary computations. 1
• Assist international staff and consultants with administrative matters, including travel arrangements. 1
• Manage local procurement and maintenance of office supplies and equipment. 1
• Monitor external collaboration contracts and ensure timely financial responsibilities. 1
• Perform other relevant duties as assigned by the Supervisor.

Required Qualifications:
Completion of secondary school education with formal training in accounting and/or finance, preferably ACCA Level I, along with administrative training. Candidates should possess strong financial management skills and a thorough understanding of administrative processes. Knowledge of in-house procedures for document preparation and filing systems is essential. The ability to work with word processing and spreadsheet software is required, as well as familiarity with financial rules and procedures. Candidates should demonstrate high ethical standards and the ability to handle confidential matters with discretion. Strong communication skills and the ability to work in a multicultural environment are also necessary.

Educational Background:
Candidates must have completed secondary school education, with formal training in accounting and/or finance. A qualification such as ACCA Level I is preferred, along with additional training in administrative fields. This educational background is essential for understanding the financial and administrative responsibilities associated with the position.

Experience:
At least six years of progressively responsible experience in financial and administrative roles is required. Candidates should have experience supporting development-funded projects, preferably within the UN system or international NGOs. Familiarity with enterprise resource planning (ERP) systems is an advantage, as is experience in managing project budgets and financial reporting. The role demands a strong understanding of financial management processes and the ability to work under pressure while maintaining attention to detail.

Languages:
A strong command of English is mandatory for this position. Candidates should be able to communicate effectively in English, both verbally and in writing, as this is essential for collaboration with international staff and stakeholders. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of extension based on funding availability and performance. The selected candidate is expected to commence work no later than 30 March 202

• The entry-level salary for this position is K 545,344 (Zambian Kwacha) per year. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process is subject to specific local criteria, and only Zambian nationals are eligible for external candidates. The ILO does not charge any fees during the recruitment process and advises candidates to disregard any fraudulent communications.