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 ensure that labor standards are upheld globally, providing a platform for dialogue between governments, employers, and workers. The organization operates in over 180 countries, with a diverse workforce dedicated to improving working conditions and promoting rights at work. The ILO values diversity and inclusivity, encouraging applications from individuals of all backgrounds, including women and persons with disabilities.

Job Overview:
The Project Finance and Administrative Assistant plays a crucial role in supporting the ILO's Decent Work Team and Office for the Caribbean, specifically focusing on projects implemented in Haiti. This position is integral to ensuring the effective execution of finance and administrative actions necessary for project implementation. The assistant will be responsible for maintaining financial accuracy and compliance with established procedures, thereby facilitating the smooth progression of project activities. The role requires a proactive approach to managing finance and administrative processes, ensuring they align with project requirements and organizational standards. The assistant will work closely with the Senior Operations Officer and the Senior Finance Assistant, contributing to the planning, execution, and monitoring of financial activities while providing high-quality services to support project objectives.

Duties and Responsibilities:
The Project Finance and Administrative Assistant will undertake a variety of duties, including but not limited to: initiating, verifying, and processing financial and administrative transactions in the ERP system; ensuring compliance with financial rules and regulations; managing project payments, accounts receivable, and petty cash; preparing budgets and coordinating travel for project-related missions; monitoring project budgets and expenditures; performing bank reconciliations; maintaining accurate financial records and databases; compiling financial data for reports; and responding to queries related to financial processes. The assistant will also be responsible for liaising with ILO constituents and donors, maintaining directories, and ensuring adherence to record-keeping standards throughout the project cycle. Additionally, the assistant will support project implementation by tracking financial delivery against plans and identifying potential risks or delays.

Required Qualifications:
Candidates must possess a strong background in finance, accounting, or business administration, with a minimum of five years of relevant work experience. Proficiency in using enterprise resource planning (ERP) systems is essential. The ideal candidate should demonstrate a thorough understanding of financial and administrative processes, with the ability to maintain accuracy and attention to detail in all tasks. Strong interpersonal and communication skills are necessary to effectively interact with various stakeholders, including government entities and project partners. A client-oriented approach and the ability to work collaboratively in a team environment are also critical for success in this role.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Additional qualifications in finance, accounting, or business administration would be advantageous and may enhance a candidate's suitability for the role.

Experience:
Candidates should have a minimum of five years of relevant work experience in finance, accounting, or business administration. Experience with enterprise resource planning (ERP) systems is highly desirable, as it will facilitate the execution of financial and administrative tasks required for project implementation. The ability to manage a high workload under pressure while maintaining accuracy and attention to detail is essential.

Languages:
Excellent knowledge of English is mandatory for this position. A working knowledge of French or Spanish will be considered an asset, as it may enhance communication with diverse stakeholders involved in the projects.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of extension based on various factors, including the availability of funds and satisfactory performance. The recruitment process for external candidates is subject to specific local recruitment criteria, and candidates must have valid residency status and work permits in Trinidad and Tobago. The ILO emphasizes diversity and encourages applications from qualified female candidates and individuals with disabilities. The entry-level salary for this position will be determined in accordance with ILO practices.