Administrative and Finance 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, focusing on promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO operates in over 180 countries and has a diverse workforce dedicated to improving labor conditions and promoting social justice worldwide. The organization values diversity and inclusivity, welcoming applications from all qualified candidates, including women and individuals with disabilities.

Job Overview:
The Administrative and Finance Assistant position is crucial for supporting the ILO's initiatives in Nigeria, particularly in the context of the 'Social Dimension of Ecological Transition' project. This role involves assisting with the planning and execution of project activities, ensuring compliance with organizational policies and procedures, and providing logistical and administrative support to project personnel. The successful candidate will be responsible for monitoring project outcomes, managing documentation, and compiling reports that inform the project's progress. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure the smooth operation of project activities. The role also emphasizes the importance of maintaining financial records and preparing budget estimates, which are essential for the project's success and sustainability.

Duties and Responsibilities:
The Administrative and Finance Assistant will have a comprehensive set of responsibilities, including:

• Assisting in the planning and preparatory work for project initiatives in Nigeria, ensuring that all documentation is compliant with applicable rules and regulations.
• Monitoring the status of project outcomes and deliverables, and reporting any discrepancies to the supervisor.
• Managing all administrative tasks, including logistical support for project personnel, travel arrangements, and event organization.
• Maintaining and updating databases, preparing periodic reports, and summarizing information relevant to the Office's work programme.
• Assisting in the preparation of budget estimates and expenditure forecasts, analyzing resource allocation against planned activities.
• Keeping an overview of the financial situation of the project and ensuring timely administrative support.
• Processing financial transactions and verifying compliance with financial rules and regulations.
• Responding to general inquiries regarding budgetary issues and maintaining confidentiality in handling sensitive information.
• Staying informed about changes in relevant policies and sharing updates with concerned parties. 1
• Performing other relevant duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a completion of secondary school education with formal training in accounting and/or finance and administrative fields. Additionally, candidates should have a minimum of five years of progressively responsible experience in financial and administrative work, along with some training in an administrative field. The role requires excellent knowledge of English and a strong understanding of financial and administrative rules and procedures. Candidates should demonstrate analytical skills, attention to detail, and the ability to maintain financial records accurately. Proficiency in basic computer software, including Microsoft Office applications, is essential, along with the ability to communicate effectively both orally and in writing.

Educational Background:
The educational requirement for this position is the completion of secondary school education, complemented by formal training in accounting and/or finance and administrative fields. This educational background is essential for understanding the complexities of financial management and administrative support within the ILO's operational framework.

Experience:
The position requires a minimum of five years of progressively responsible experience in financial and administrative roles. This experience should include responsibilities that demonstrate the ability to manage financial records, prepare reports, and provide administrative support effectively. Candidates should have a proven track record of working in similar environments, showcasing their capability to handle the demands of the role.

Languages:
The mandatory language requirement for this position is excellent knowledge of English. Proficiency in additional languages may be considered an asset, but English is the primary language of communication within the organization and for the execution of duties.

Additional Notes:
This position is a fixed-term contract, and the recruitment process is subject to specific local criteria. The ILO emphasizes the importance of diversity and encourages applications from qualified female candidates and individuals with disabilities. The role does not carry an expectation of renewal or conversion to a permanent position within the organization. Candidates must complete an online application form to apply, and the ILO does not charge any fees during the recruitment process. The appointment of external candidates will typically be made at the first step of the grade.