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. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, fostering decent work opportunities, enhancing social protection, and promoting rights at work. The organization operates in over 180 countries and has a diverse workforce of approximately 3,500 employees. The ILO is committed to promoting gender equality and diversity within its workforce, encouraging applications from qualified female candidates and individuals with disabilities.

Job Overview:
The Finance and Administrative Assistant position is crucial for the effective management of financial and administrative tasks within the ILO's project in Pakistan. This role involves maintaining financial records, processing contracts, and ensuring compliance with ILO rules and regulations. The assistant will work closely with the National Project Coordinator and the director" style="border-bottom: 1px dotted #007bff !important;">Country Director, providing essential support for the implementation of social protection initiatives in Khyber Pakhtunkhwa. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently. The assistant will also play a key role in facilitating communication between various stakeholders, including government bodies, project staff, and donors, ensuring that all financial and administrative processes are executed smoothly and transparently.

Duties and Responsibilities:

• Maintain comprehensive project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data for daily transactions and reports.
• Process contracts for financial clearance and payment, ensuring the correctness and appropriateness of contract types used for each activity, and that all necessary supporting documents are attached.
• Prepare correspondence to verify data, address queries, and follow up with the National Project Coordinator, ILO staff, consultants, and counterparts as necessary.
• Review financial reports from project implementing partners and consultants, 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 guidance to project staff and consultants regarding payments, entitlements, travel claims, and other finance-related requirements.
• Consult with the Finance Unit and project donors on rules and procedures, informing project staff and partners of any new or revised practices.
• Prepare recurring and special reports for donor reporting, budget preparation, audits, or other purposes as required.
• Calculate and compile cost estimates, participating in budget analysis and projections as needed. 1
• Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests. 1
• Maintain the official travel plan for project staff and stakeholders, coordinating travel and accommodation arrangements, visa, and security" style="border-bottom: 1px dotted #007bff !important;">security requirements. 1
• Liaise with ILO constituents, implementing agencies, and donors for follow-up on activities and clearances, maintaining up-to-date directories. 1
• Coordinate and provide administrative and financial support for meetings, workshops, and events, including taking notes and minutes. 1
• Support communication and visibility efforts for the project, the ILO, and donors. 1
• Provide informal interpretation and translation services as needed. 1
• Perform other duties as assigned by the supervisor.

Required Qualifications:
Candidates must have completed secondary school education with formal training in accounting and/or finance and administrative fields. A strong understanding of financial and administrative rules, guidelines, and procedures is essential. Candidates should demonstrate good analytical skills, attention to detail, and the ability to maintain financial records and prepare clerical accounting reports. They must also exhibit responsible behavior, discretion in handling confidential matters, and high ethical standards. Proficiency in basic computer software, including Microsoft Word, PowerPoint, Excel, and Adobe Reader, is required, along with the ability to communicate effectively both orally and in writing.

Educational Background:
The position requires completion of secondary school education, complemented by formal training in accounting and/or finance and administrative fields. This educational background is crucial for understanding the financial and administrative processes involved in the role.

Experience:
Candidates should possess at least six years of progressively responsible experience in financial and administrative work, with some training in an administrative field. Proven experience in supporting the implementation of technical cooperation projects and working effectively with government bodies at both provincial and federal levels, as well as with employers' and workers' organizations and development partners, will be considered an advantage.

Languages:
Excellent knowledge of the working language of the duty station (Urdu) is mandatory, along with a good knowledge of English. Proficiency in both languages is essential for effective communication and reporting.

Additional Notes:
The position is a fixed-term contract with a duration of one year, subject to renewal based on various factors such as availability of funds and satisfactory performance. The recruitment process for external candidates will typically start at the first step of the G6 grade. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The organization does not charge any fees at any stage of the recruitment process and emphasizes the importance of ethical conduct in all interactions.