Financial and Administrative Assistant

Job Advertisement

Position Title: Financial and Administrative Assistant
Location: Harare
Country: Zimbabwe
Deadline Date: 17 March 2025

Job Details

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 advance social justice and decent work, which are essential for poverty alleviation and sustainable, inclusive development. The organization operates in over 180 countries and has a diverse workforce dedicated to improving labor standards and promoting rights at work. The ILO works with governments, employers, and workers to develop policies and programs that promote decent work for all.

Job Overview:
The Financial and Administrative Assistant position at the ILO Country Office for Zimbabwe (CO-Harare) is crucial for maintaining the financial integrity and administrative efficiency of the Skills for Youth and Women Employability and Productivity Project (SYWEP). This role involves managing financial records, ensuring compliance with ILO regulations, and providing support to project staff and consultants. The assistant will play a key role in the financial management of the project, which aims to enhance the employability and productivity of youth and women in Zimbabwe through skills training and enterprise development. The position requires a proactive approach to problem-solving and a strong understanding of financial processes and administrative procedures. The successful candidate will work closely with the National Project Coordinator and the Finance Unit to ensure that all financial transactions are accurately recorded and reported, contributing to the overall success of the project.

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.
• Review, process, and prepare all necessary documentation, including contracts, ensuring correctness and accuracy for financial clearances and payments.
• Prepare correspondence to verify data, address queries, and follow up with project and ILO staff, consultants, and counterparts, highlighting matters requiring immediate attention.
• Review financial reports from project implementing partners, 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 support to project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with the Finance Unit and project team on rules, regulations, and procedures, informing project staff, partners, and consultants of any new or revised practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, budget preparation, audits, or other purposes.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required. 1
• Support the preparation and execution of project workshops and meetings as necessary. 1
• Arrange for local procurement of goods and services in line with the project work plan and budget, collaborating closely with the Finance and technical teams. 1
• Ensure the maintenance, safekeeping, and reporting of project assets and inventory, working with Finance to conduct mid and end-of-year physical inventory/asset verification. 1
• Perform other relevant duties as assigned, contributing to the overall effectiveness of the project.

Required Qualifications:

• Completion of secondary school education is required.
• Formal training in accounting and/or finance and administrative fields is considered an asset.
• At least five years of progressively responsible financial and administrative work experience is required.
• Experience working with an enterprise resource planning (ERP) system, particularly in finance modules, is essential.
• Excellent knowledge of English and good knowledge of Shona or Ndebele is mandatory.
• Strong analytical skills and the ability to maintain financial records and prepare accounting reports and statements are necessary.
• Knowledge of international accounting standards such as IPSAS or other relevant standards is preferred.

Educational Background:
The position requires completion of secondary school education. While formal training in accounting and/or finance is advantageous, it is not mandatory. Candidates with relevant certifications or diplomas in finance or accounting will be viewed favorably, as they demonstrate a foundational understanding of financial principles and practices.

Experience:
Candidates must have at least five years of progressively responsible experience in financial and administrative roles. This experience should include working with financial systems and processes, particularly in environments that require adherence to strict financial regulations and reporting standards. Familiarity with enterprise resource planning (ERP) systems, especially those related to finance, is crucial for this role, as it indicates the candidate's ability to navigate complex financial data and contribute to effective financial management.

Languages:
The position requires excellent knowledge of English, which is essential for communication and reporting purposes. Additionally, a good knowledge of either Shona or Ndebele is necessary to facilitate effective interaction with local stakeholders and project beneficiaries. Proficiency in these languages will enhance the assistant's ability to engage with diverse groups and ensure that project objectives are met.

Additional Notes:
The position is a fixed-term contract, indicating a specific duration of employment rather than a permanent role. The recruitment process will involve an online application form, and candidates should be prepared for potential written tests and interviews, which may take place 3 to 4 months after the application deadline. The ILO emphasizes diversity and encourages applications from qualified women and men, including individuals with disabilities. The organization does not charge any fees during the recruitment process and maintains strict confidentiality regarding applicants' personal information.