Senior 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 worldwide. Established in 1919, the ILO has a mission to ensure that labor standards are upheld and that workers' rights are protected. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to promoting decent work for all, which includes creating jobs, improving working conditions, and enhancing social protection. The organization values diversity and inclusivity, encouraging applications from women and individuals with disabilities.

Job Overview:
The Senior Finance and Administrative Assistant will play a crucial role in the project titled 'Promoting Sustainability and Decent Work in the PET Recycling Value Chain – A Pilot Project in Islamabad Capital Territory (ICT)'. This project aims to enhance sustainable plastic waste management while supporting informal waste workers in Pakistan's capital region. The successful candidate will be responsible for maintaining financial records, processing contracts, and ensuring compliance with ILO rules and regulations. The role requires close collaboration with the National Project Coordinator and the ILO Operations and Administrative Officer, ensuring that financial and administrative tasks are executed efficiently. The position is vital for the project's success, as it bridges environmental sustainability with social protection, focusing on strengthening PET recycling systems and empowering the informal workforce.

Duties and Responsibilities:

• Maintain comprehensive project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, statements, and other data for daily transactions and reports.
• Process contracts for financial clearance and payment, ensuring the correctness and appropriateness of contract types used for each activity, and that all necessary supporting documents are attached.
• Prepare correspondence proactively to verify data, address queries, and follow up as necessary with the Project Officer, ILO staff, consultants, and counterparts, drawing attention to matters requiring immediate attention.
• Review and request additional information on financial reports from project implementing partners and consultants, 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 guidance for project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with the Finance Unit and project donor on rules, regulations, and procedures, informing project staff, partners, consultants, and interns of any new or revised procedures.
• Prepare recurring and special reports as required for donor reporting, budget preparation, audits, or other purposes.
• Calculate and compile cost estimates and participate in budget analysis and projections as required by the National Project Coordinator and Senior Project Officer. 1
• Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests. 1
• Maintain the official travel plan for project staff, consultants, and stakeholders, making travel and accommodation arrangements, coordinating visa and security" style="border-bottom: 1px dotted #007bff !important;">security requirements, and processing administrative transactions. 1
• Liaise with concerned ILO constituents, implementing agencies, and donors for follow-up on activities and other clearances, maintaining up-to-date directories. 1
• Coordinate and provide a range of administrative and financial support for meetings, workshops, and other events, taking notes and/or minutes as necessary. 1
• Support communication and visibility efforts for the project, the ILO, and donors. 1
• Provide informal interpretation and translation services as needed. 1
• Perform other duties as assigned by the supervisor.

Required Qualifications:
Candidates must have completed secondary school education, supplemented by technical or university-level courses in administration, finance, or a related field. A strong understanding of financial and administrative processes is essential, along with the ability to work effectively in a team and independently. Candidates should demonstrate strong communication skills and the ability to engage with diverse stakeholders in a multicultural environment. Proficiency in relevant software for financial and administrative tasks is also required.

Educational Background:
The position requires completion of secondary school education, with additional technical or university-level courses in administration, finance, or a related field being highly desirable. This educational background is essential for understanding the complexities of financial management and administrative processes within the context of the ILO's operations.

Experience:
Candidates should possess at least six years of progressively responsible experience in financial and administrative work. Experience in supporting the implementation of technical cooperation projects and working effectively with government bodies, employers, and workers' organizations is advantageous. Familiarity with ILO policies and procedures will be beneficial for candidates applying for this role.

Languages:
Excellent knowledge of the working language of the duty station (Urdu) is mandatory, along with a good knowledge of English. Proficiency in both languages is crucial for effective communication and reporting within the project and with various stakeholders.

Additional Notes:
The contract type for this position is short-term, with a duration of six months. The recruitment process is subject to specific local recruitment criteria, and the ILO values diversity among its staff, encouraging applications from qualified female candidates and individuals with disabilities. The position does not carry an expectation of renewal or conversion to any other type of appointment within the organization. Candidates must complete an online application form, and the ILO does not charge any fees at any stage of the recruitment process.