Project Finance and Administrative Assistant

Job Advertisement

Position Title: Project Finance and Administrative Assistant
Location: Belmopan
Country: Belize
Deadline Date: 15 October 2024

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. 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 dedicated to improving labor standards and working conditions globally. The ILO values diversity and inclusion within its workforce and actively encourages applications from women and individuals with disabilities.

Job Overview:
The Project Finance and Administrative Assistant plays a crucial role in supporting the implementation of a project aimed at promoting local economic development (LED) in Belize, particularly in rural and indigenous communities. This position involves a participatory planning approach that engages women and youth while integrating skills development and entrepreneurship competencies. The assistant is responsible for ensuring that the project adheres to its budget and timeline by providing comprehensive administrative and financial management support. This includes maintaining financial records, processing transactions, and ensuring compliance with ILO regulations. The role requires a proactive approach to problem-solving and effective communication with project staff and stakeholders.

Duties and Responsibilities:

• Maintain accurate project financial records and monitoring systems to track expenditures, balances, payments, and other financial data.
• Review, process, and prepare all necessary documentation, including contracts, ensuring accuracy for financial clearances and payments.
• Prepare and process transactions in the ILO's IRIS system, including contracts, travel requests, and purchase orders.
• Initiate correspondence to verify data, address queries, and follow up with project staff and consultants.
• Review financial reports from project partners for compliance with ILO rules before submission to the Finance Unit.
• Classify budget codes, verify claims for payment, and check payment vouchers and invoices.
• Calculate cost estimates and participate in budget analysis and forecasting.
• Provide administrative and financial support to project staff regarding payments, entitlements, and travel claims.
• Consult with the Finance Unit and project team on rules and procedures, informing staff and partners of updates. 1
• Prepare recurring and special reports for donor reporting, audits, and budget preparations. 1
• Manage administrative arrangements for official travel, including visas and clearances. 1
• Perform other relevant duties as assigned.

Required Qualifications:

• Completion of secondary school education.
• Formal training in accounting and/or finance is an asset.
• At least six years of progressively responsible experience in financial and administrative roles.
• Excellent knowledge of English and good working knowledge of Spanish. Knowledge of Q'eqchi and/or Mopan is considered an asset.
• Strong analytical skills and attention to detail.
• Proficiency in Microsoft Office Suite and other relevant software.

Educational Background:
The position requires completion of secondary school education. Formal training in accounting and/or finance is highly desirable and would enhance the candidate's qualifications for the role.

Experience:
Candidates must have a minimum of six years of progressively responsible experience in financial and administrative work. This experience should demonstrate the ability to manage complex financial tasks and provide administrative support effectively.

Languages:
The mandatory language requirement for this position is excellent knowledge of English. A good working knowledge of Spanish is also required. Additionally, knowledge of indigenous languages such as Q'eqchi and/or Mopan will be considered an asset, reflecting the project's focus on local communities.

Additional Notes:
This is a fixed-term contract position for one year, with the possibility of extension based on funding availability and project needs. The entry-level salary for this position is 47,337 BZD per annum. The ILO emphasizes that technical cooperation appointments do not lead to a career within the organization and do not carry expectations of renewal or conversion to other types of appointments. The recruitment process is subject to specific local criteria, and candidates must have valid residency status and work permits in Belize.