Administrative and Financial Support Officer

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 advance decent work opportunities for all women and men, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. It plays a crucial role in addressing labor issues in contexts of displacement and return, particularly in regions affected by conflict and crisis, such as Syria and its neighboring countries.

Job Overview:
The Administrative and Financial Support Officer will play a vital role in supporting the implementation of the Durable Solutions programmes in Syria. This position involves providing comprehensive administrative, financial, and operational assistance in accordance with the ILO's established rules, regulations, policies, and procedures. The incumbent will be responsible for maintaining financial records, monitoring budgets, processing administrative and financial actions, managing procurement and logistics, and ensuring proper documentation of project activities. The role requires close collaboration with various teams, including programme, finance, and operations, to ensure the smooth delivery of project activities. The officer will also be involved in preparing donor reports, assisting in audits, and providing guidance to ILO staff and consultants regarding financial matters. This position is crucial for ensuring that the ILO's interventions in Syria are effectively managed and that resources are utilized efficiently to support socio-economic recovery and reintegration efforts.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Financial Support Officer include:

• Maintaining the programme's financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data.
• Preparing all necessary documentation, including contracts, ensuring correctness and accuracy for financial clearances and payments.
• Addressing queries and following up with project staff, consultants, and counterparts as necessary.
• Reviewing financial reports from project implementing partners to ensure compliance with ILO rules and donor requirements.
• Providing administrative and financial support to ILO staff and consultants regarding payments, entitlements, and travel claims.
• Liaising with relevant units to ensure timely completion of administrative and operational tasks.
• Consulting with the Programme Finance Officer and Project Technical Officer on rules and procedures, and informing project staff of any updates.
• Updating and maintaining project financial tracking tools for expenditures and commitments.
• Assisting in the preparation of donor reports, budget preparation, audits, and donor verification missions. 1
• Supporting the procurement of project goods and services in line with applicable procedures. 1
• Providing general office management and logistical support for events and meetings. 1
• Drafting official correspondence and administrative notes in both English and Arabic. 1
• Arranging internal and external meetings, including taking notes and minutes. 1
• Providing administrative arrangements for official travel, including booking and documentation. 1
• Monitoring administrative activities to ensure the smooth operation of the ILO programme. 1
• Maintaining organized filing and archiving systems for financial and operational documents. 1
• Performing other relevant duties as assigned.

Required Qualifications:
The required qualifications for the Administrative and Financial Support Officer position include:

• A minimum of five years of relevant experience in administrative and financial support.
• Familiarity with the United Nations Common System and/or International Organizations is an advantage.
• Excellent knowledge of financial and administrative rules, guidelines, and procedures.
• Strong analytical skills and the ability to make sound judgments.
• Proficiency in maintaining financial records and preparing accounting reports.
• Attention to detail and the ability to handle confidential matters with discretion.
• High ethical standards and responsible behavior.
• Proficiency in computer software, including Microsoft Office Suite (Word, PowerPoint, Excel) and other relevant software packages.

Educational Background:
Candidates should possess a relevant educational background, typically a degree in finance, business administration, or a related field. Additional certifications in financial management or administration would be advantageous and demonstrate a commitment to professional development in this area.

Experience:
Candidates must have at least five years of relevant experience in administrative and financial support roles. Experience working with international organizations or within the United Nations system is highly desirable, as it provides familiarity with the specific operational and regulatory frameworks that govern such environments.

Languages:
The position requires excellent knowledge of both English and Arabic. Proficiency in these languages is essential for effective communication and documentation, as the role involves drafting correspondence and reports in both languages. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of renewal subject to the availability of funds and the continuing need for the functions. The entry-level salary for this position is 14,831 USD per year. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process for external candidates is subject to specific local recruitment criteria, and the ILO does not charge any fees at any stage of the recruitment process.