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, enhancing social protection, and promoting rights at work. The organization operates in over 180 countries and has a diverse workforce dedicated to improving labor conditions and promoting sustainable economic growth. The ILO values diversity and inclusivity, encouraging applications from all qualified candidates, including women and individuals with disabilities.

Job Overview:
The Finance and Administrative Assistant position is crucial for supporting the ILO's project initiatives in Sri Lanka, particularly in the plantation sector, which is vital for the country's economy. This role involves maintaining financial records, monitoring expenditures, and ensuring compliance with ILO regulations. The assistant will work closely with the National Project Coordinator and will be responsible for various administrative and financial tasks that contribute to the successful implementation of the Safety + Health for All Plantation Workers in Sri Lanka project. This project aims to address the challenges faced by plantation workers, including occupational safety and health risks, and to enhance their working conditions through targeted interventions and policy reforms. The assistant will play a key role in facilitating communication between project staff, partners, and consultants, ensuring that financial processes are transparent and efficient, and supporting the overall objectives of the project.

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 financial 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 as necessary.
• 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 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 financial 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
• Support the preparation and execution of project workshops and meetings as necessary. 1
• Perform other relevant duties as assigned by the National Project Coordinator.

Required Qualifications:
Candidates must have completed secondary school education. Formal or vocational training in accounting and/or finance and administrative fields is considered an asset. The role requires a strong understanding of financial and administrative rules, guidelines, and procedures, as well as the ability to maintain financial records and prepare accounting reports. Candidates should demonstrate responsible behavior, attention to detail, and the ability to handle confidential matters with discretion. Proficiency in computer software, including Microsoft Office applications and other relevant software, is essential.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Candidates with formal training in accounting and/or finance and administrative fields will have an advantage in the selection process. This educational background is crucial for understanding the financial processes and administrative duties associated with the role.

Experience:
Candidates should possess at least five years of progressively responsible experience in financial and administrative work. This experience should demonstrate a solid understanding of financial management, administrative procedures, and the ability to work effectively in a team-oriented environment. Experience in a similar role within an international organization or a project-based environment is highly desirable.

Languages:
A strong command of English is mandatory for this position, along with a good working knowledge of either Sinhala or Tamil. Proficiency in these languages is essential for effective communication with project stakeholders and partners, ensuring that all financial and administrative processes are conducted smoothly and efficiently.

Additional Notes:
This position is offered on a short-term contract basis for a duration of 10 months, with the possibility of extension based on various factors such as availability of funds, ongoing need for the functions, and satisfactory performance. The recruitment process is open to both internal and external candidates, with specific local recruitment criteria applicable for external candidates. The ILO emphasizes its commitment to diversity and encourages applications from qualified female candidates and individuals with disabilities. The organization does not charge any fees during the recruitment process and maintains strict confidentiality regarding applicants' personal information.