Project/Programme 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 globally. 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 3,500 employees. The ILO is committed to promoting decent work for all, which includes creating jobs, improving working conditions, and enhancing social protection. The organization works closely with governments, employers, and workers' organizations to achieve its goals and has a strong focus on promoting gender equality and inclusivity in the workplace.

Job Overview:
The Project/Programme Finance and Administrative Assistant will play a crucial role in supporting the Responsible Business Conduct in Africa Project (RBC-Africa), a regional initiative aimed at promoting responsible business practices across 11 African countries. This position is vital for maintaining the financial integrity of the project, ensuring compliance with ILO rules and regulations, and providing administrative support to project staff and consultants. The incumbent will be responsible for maintaining financial records, processing payments, and preparing reports for donor accountability. The role requires a proactive approach to problem-solving and the ability to communicate effectively with various stakeholders, including project partners and ILO staff. The assistant will work under the supervision of the Technical Officer and will be expected to contribute to the overall success of the project by ensuring that financial and administrative processes are executed efficiently and accurately.

Duties and Responsibilities:
The duties and responsibilities of the Project/Programme Finance and Administrative Assistant include maintaining project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data. The assistant will check, review, process, and prepare all necessary documentation, including contracts, ensuring correctness and accuracy for financial clearances and payments. Additionally, the incumbent will prepare correspondence to verify data, address queries, and follow up with project staff and consultants. The role involves reviewing financial reports from project implementing partners to ensure compliance with ILO rules before submission to the Finance Unit. The assistant will classify and assign budget codes, verify claims for payment, and provide administrative and financial support to project staff regarding payments, entitlements, and travel claims. The incumbent will also prepare recurring reports, assist in budget preparation, and support the organization of project workshops and meetings. Furthermore, the assistant will be responsible for the local procurement of goods and services, maintenance of project assets, and ensuring that inventory verification is conducted in accordance with ILO procedures.

Required Qualifications:
The position requires the completion of secondary school education, with formal training in accounting and/or finance being an asset. Candidates must possess a strong understanding of financial and administrative rules, guidelines, and procedures, as well as knowledge of international accounting standards such as IPSAS. The ability to maintain financial records, prepare accounting reports, and demonstrate responsible behavior with attention to detail is essential. Proficiency in computer software, including Microsoft Office applications and other relevant software, is required. Candidates should also possess good analytical skills, the ability to communicate effectively, and the capacity to work both independently and as part of a team.

Educational Background:
Candidates must have completed secondary school education. While formal training in accounting and/or finance is not mandatory, it is considered an asset that can enhance a candidate's application. The educational background should ideally provide a solid foundation in financial principles and administrative practices relevant to the role.

Experience:
The position requires at least five years of progressively responsible experience in financial and administrative work. Candidates should have experience working with enterprise resource planning (ERP) systems, particularly in finance modules, which is crucial for managing the financial aspects of the project effectively. Previous experience in a similar role within an international organization or a project-based environment is highly desirable.

Languages:
Excellent knowledge of English is mandatory, as it is the working language of the ILO. Additionally, a good knowledge of the national language of Namibia is required to facilitate communication with local stakeholders and partners. Proficiency in other languages may be considered an asset but is not mandatory for this position.

Additional Notes:
The contract for this position is fixed-term for one year, with the possibility of extension subject to the availability of funds and satisfactory performance. Recruitment is conditional upon the signature of the project agreement and the confirmed availability of funds. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process for General Service positions is subject to specific local recruitment criteria, and external candidates will typically be appointed at the first step of the grade. The ILO does not charge any fees during the recruitment process and emphasizes ethical conduct in all interactions.