Finance and Administrative Assistant (FAA)

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 ensure that labor standards are upheld globally, focusing on promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The organization is committed to promoting gender equality and diversity within its workforce, actively encouraging applications from women and individuals with disabilities.

Job Overview:
The Finance and Administrative Assistant (FAA) will play a crucial role in supporting the implementation of a project aimed at developing a National Circular Economy Roadmap and action plan in Mozambique. This position involves close collaboration with the ILO Project Office in Mozambique and the Finance unit in Lusaka, Zambia. The FAA will assist in preparing project budgets, monitoring project funds, maintaining financial records, and ensuring compliance with ILO administrative and financial procedures. The role is essential for facilitating the transition from a linear economic model to a circular economy, which is a key component of Mozambique's Nationally Determined Contribution (NDC) and National Employment Policy (NEP). The FAA will also coordinate logistical support for project personnel and manage procurement and administrative tasks, ensuring the smooth operation of the project.

Duties and Responsibilities:

• Assist in preparing project budgets, document revisions, and expenditure forecasts.
• Collect quotations and prepare Purchase Orders (POs) in the ILO's ERP system, as well as manage external collaboration contracts.
• Maintain financial records and monitoring systems for project expenditures and transactions.
• Consult with the Finance and Programming Unit on administrative and financial procedures.
• Collaborate with Programme and Finance Units in CO-Lusaka for financial clearance and budget revisions.
• Carry out operational and control tasks for project implementation.
• Process contracts for financial clearance and payment, ensuring all supporting documents are attached.
• Coordinate project administrative tasks, including travel arrangements and logistics for meetings and workshops.
• Manage local procurement and maintenance of office equipment and supplies. 1
• Provide administrative and financial guidance to project staff and maintain official project records. 1
• Assist in preparing recurring and special reports for donor reporting and audits. 1
• Calculate cost estimates and participate in budget analysis. 1
• Perform other duties as assigned by the Supervisor.

Required Qualifications:
Completion of secondary school education with formal training in accounting, finance, or administration from a recognized institution. Candidates should possess a strong understanding of financial and administrative rules, guidelines, and procedures, as well as knowledge of International Accounting Standards (IPSAS) or similar standards. Proficiency in basic computer software such as Microsoft Word, PowerPoint, Excel, and Adobe Reader is essential. Candidates must demonstrate responsible behavior, attention to detail, and the ability to handle confidential matters with discretion.

Educational Background:
Candidates are required to have completed secondary school education, with formal training in accounting, finance, or administration from a recognized commercial school or equivalent. This educational background is crucial for understanding the financial and administrative tasks associated with the position.

Experience:
Candidates should have a minimum of five years of progressively responsible experience in financial and administrative roles, with some training in an administrative field. Experience working on developmental projects, particularly within the UN system or international NGOs, is highly advantageous. Familiarity with enterprise resource planning (ERP) systems is also beneficial.

Languages:
A strong command of English is mandatory, along with a good working knowledge of Portuguese. Proficiency in these languages is essential for effective communication within the organization and with external partners.

Additional Notes:
This position is a short-term contract lasting 6.5 months, with the possibility of extension based on funding availability and performance. The entry-level salary for this position is US $20,531 per year. The recruitment process is subject to specific local criteria, and only Mozambican nationals are eligible to apply for this position. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The organization does not charge any fees during the recruitment process and emphasizes the importance of ethical conduct.