Senior Finance & 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 that includes professionals from various backgrounds and expertise. The ILO values diversity and inclusivity, actively encouraging applications from women and individuals with disabilities.

Job Overview:
The Senior Finance & Administrative Assistant will play a crucial role in the implementation of the ILO's 'Better Regional Migration Management' (BRMM) Project, which is financed by the UK Government Foreign Commonwealth and Development Office (FCDO). This project aims to enhance safe, orderly, and regular labor migration in East and Horn of Africa by strengthening migration governance systems, improving labor protection for migrant workers, and fostering regional cooperation. The Senior Finance & Administrative Assistant will be responsible for providing comprehensive financial management, procurement, and administrative support to ensure the efficient delivery of project activities in compliance with ILO rules, procedures, and donor requirements. The position requires a proactive approach to managing financial operations and ensuring that all project activities are executed effectively and in alignment with the project's objectives.

Duties and Responsibilities:
The Senior Finance & Administrative Assistant will have a wide range of duties and responsibilities, including but not limited to:

• Supporting the preparation of annual budgets, work plans, and expenditure forecasts in collaboration with the Chief Technical Advisor (CTA) and relevant stakeholders.
• Managing and monitoring financial operations, including accounts payable and receivable, payment approvals, reconciliations, and month-end and year-end closing activities.
• Maintaining accurate financial records in ILO systems, processing financial transactions, and ensuring efficient budget utilization.
• Preparing financial and management reports for the ILO, donors, and partners in compliance with applicable regulations.
• Reviewing and verifying invoices and expense claims for accuracy and compliance.
• Monitoring partner financial reporting and providing guidance on ILO financial standards.
• Ensuring smooth project administration and office management functions, including processing entitlements and maintaining records.
• Advising project staff on administrative rules and regulations.
• Coordinating procurement activities in compliance with ILO regulations. 1
• Supporting human resources and contract administration processes for project personnel. 1
• Managing logistics for meetings, workshops, and regional events. 1
• Maintaining project assets and inventories, ensuring proper documentation and archiving. 1
• Liaising with implementing partners and stakeholders on administrative and financial matters. 1
• Monitoring project implementation and operational performance, identifying bottlenecks, and recommending improvements. 1
• Ensuring compliance with applicable policies and best practices across operational functions. 1
• Performing other relevant duties as assigned by the CTA or direct supervisor.

Required Qualifications:
Candidates must possess a completion of secondary school education with formal training in accounting and/or finance. A professional accounting certification such as CPA or ACCA is considered an asset. Additionally, candidates should have a strong understanding of financial administration, accounting techniques, local taxation, and international accounting standards such as IPSAS. Familiarity with UN Common System policies and procedures, particularly in finance, is also advantageous. Proficiency in PC software, including Microsoft Office applications, is essential, along with strong analytical, organizational, and coordination skills.

Educational Background:
The educational background required for this position includes a completion of secondary school education with formal training in accounting and/or finance. A professional accounting certification such as CPA or ACCA is highly desirable and considered an asset for candidates applying for this role.

Experience:
Candidates should have a minimum of seven years of progressively responsible professional experience in administrative, operational, or financial support services, with substantial experience in financial operations. Experience working with Enterprise Resource Planning (ERP) systems, particularly finance modules, is required to effectively manage the financial aspects of the project.

Languages:
The position requires an excellent command of English, which is mandatory. Additionally, a working knowledge of another official language of the Organization or an official national language of the duty station, such as Amharic, is considered an advantage and is good to have for candidates applying for this role.

Additional Notes:
This position is a short-term contract, and it is important to note that technical cooperation appointments are not expected to lead to a career in the ILO. The recruitment process for National Officer positions is subject to specific local recruitment and eligibility criteria. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The appointment of an external candidate will normally be made at the first step of the grade, and conditions of employment for external candidates will conform to existing ILO practices. Candidates must complete an online application form to apply, and the ILO does not charge any fees at any stage of the recruitment process.