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 promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce committed to improving labor standards globally. The ILO's Decent Work Technical Support Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest) provides technical support and guidance related to the ILO Decent Work Agenda in 19 countries of Central and Eastern Europe. The ILO values diversity among its staff and encourages applications from qualified female candidates and individuals with disabilities.

Job Overview:
The Project Finance and Administrative Assistant position is crucial for the successful implementation of the 'Inclusive and Productive Employment in Moldova – Phase II' project, which is financed by Switzerland. This project aims to promote decent work for all in Moldova by addressing various challenges such as low labor force participation, gender disparities, and high informal employment rates. The assistant will provide essential organizational, administrative, and financial support to the project and the Project Technical Officer. The role involves maintaining financial records, preparing documentation, and ensuring compliance with ILO rules. The assistant will also collaborate closely with various stakeholders, including the Ministry of Labour and Social Protection and the National Employment Agency, to facilitate the project's objectives at macro, meso, and micro levels.

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 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 attention.
• 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. 1
• Perform other relevant duties as assigned.

Required Qualifications:
Candidates must have completed secondary school education, and formal training in accounting and/or finance and administrative fields would be an asset. The role requires excellent knowledge of financial and administrative rules, guidelines, and procedures, as well as in-house procedures for document preparation and filing systems. Good analytical skills and the ability to maintain financial records and prepare accounting reports are essential. Candidates should demonstrate responsible behavior, attention to detail, and the ability to handle confidential matters with discretion. High ethical standards and proficiency in computer software such as Microsoft Word, PowerPoint, Excel, and Adobe Reader are required. Candidates must also possess strong communication skills, both orally and in writing, and the ability to work independently as well as part of a team.

Educational Background:
The educational requirement for this position is the completion of secondary school education. While formal training in accounting and/or finance and administrative fields is not mandatory, it is considered an asset that can enhance a candidate's application.

Experience:
The position requires at least five years of progressively responsible experience in financial and administrative work. Candidates should have a proven track record of managing financial records and providing administrative support in a similar capacity, demonstrating their ability to handle the responsibilities outlined in the job description effectively.

Languages:
Candidates must possess excellent knowledge of English and a good working knowledge of Romanian. Proficiency in these languages is essential for effective communication within the organization and with external partners.

Additional Notes:
The position is a fixed-term contract for one year, 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 entry-level salary for this position is 328,620 MDL yearly. The recruitment process is subject to specific local recruitment criteria, and the ILO may only offer a contract to individuals with valid residency status and work permits in the Republic of Moldova. The ILO does not charge any fees at any stage of the recruitment process and emphasizes the importance of ethical conduct in all interactions.