Finance and Administrative Assistant

ILO - International Labour Organization, Cairo, Egypt

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
10th December, 2018


Job Description

Introduction

The ILO strives to achieve decent work for all. It promotes social justice and internationally-recognized human and labour rights. It is the United Nations agency where governments, employers and workers have, through a tripartite structure, equal voice in improving conditions and life at work. ILO Cairo leads the promotion of decent work for all through a double mandate, as the ILO Decent Work Team for North Africa and as the Country Office for Egypt and Eritrea.

In the frame, the ILO DWT in Cairo and the Swedish International Development Agency are implementing a five-year project entitled ‘Advancing the Decent Work Agenda in North Africa’ (ADWA’). The project takes an innovative approach to promote evidence-based policies for full employment and effective access to social and labour rights in the region and it works at upstream and policy-making level in order to support evidence-based decisions on different dimensions of the Decent Work Agenda.

The focus of the project, and its main value added, is to address together issues related to job rich growth and the advancement on social and work rights and the implementation of International Labour Standards: two fundamental aspects for the development of the region, essential to advance towards the realization of the Sustainable Development Goals.

The project will intervene both at regional and at national levels with a main focus on Egypt, Tunisia and Morocco, and some specific activities carried out in Algeria. After the first year, the expansion of coverage to Jordan will be considered, on the basis of an assessment of capacities and feasibility.

By the end of the project, North African countries will have adopted a more proactive and effective policy stance for job-rich growth (outcome 1); and a stronger compliance with labour and social rights will have been achieved (outcome 2).

The incumbent will perform her/his duties under the supervision of an international Chief Technical Advisor for the project and under the overall responsibility of the Cairo Office’s Director.

Description of Duties

  • Ensure adequate maintenance of project financial records for all expenditures, statements and other data for daily transactions and reports.
  • Prepare administrative and financial documents for the processing of contracts and payments in full compliance with ILO rules and regulations and ILO CAIRO processes.
  • Maintain a financial monitoring plan for the project, including of commitments and expenditures; produce reports, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the project manager to matters requiring immediate attention.
  • Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
  • Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
  • Make travel arrangements, hotel reservations and make travel authorization forms for technical experts and Partners.
  • Provide administrative and financial backstopping and guidance to other project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
  • Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
  • Prepare recurring reports as scheduled and contribute to special reports as required for donor reporting, for budget preparation, audits or other reasons.
  • Provide support in the preparation and running of project workshops and meetings.
  • Maintain policy, confidential and general administrative files;
  • Maintain, update and transmit inventory records of non-expendable equipment
  • Perform other duties as assigned by the supervisor

Required qualifications

  • Education: Completion of secondary school education with formal training preferably in accounting or business administration, supplemented by tertiary training in accounting and/or finance..
  • Experience: Six years of progressively general clerical or administrative assistant work which should have provided a good knowledge of clerical, administration and finance practices and procedures; experience of working in development and socio-economic issues will be an additional asset; knowledge and experience of UN and ILO administrative and financial rules and regulations is a significant additional asset.
  • Languages: Excellent knowledge of English and good knowledge of Arabic language.

Competencies

  • Knowledge of the office functioning and routine programme assistance operations.
  • ITC proficiency: word processing, spreadsheet, PowerPoint, data base software, as well as computer software packages required for work.
  • Ability to organize own work and efficiency manage time.
  • Ability to maintain records and prepare clerical reports and financial statements.
  • Capability to adapt own behaviour to professional requirements and contexts.
  • Knowledge of office administrative procedures and of clerical practices.
  • Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the use of filing systems.
  • Ability to work well with colleagues.
  • Ability to evaluate correspondence and inquiries for best course of action.
  • Ability to obtain services from other work units inside or outside the office for completion of tasks.
  • Ability to deal with confidential matters with discretion.
  • May need supervisory skills.

Recruitment process: Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Source:https://jobs.ilo.org/job/Cairo-Finance-and-Administrative-Assistant/503136001/


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