The Finance and Administrative Assistant will take charge of the PSD Liberia project's administrative and financial planning, programming, and implementation of all project activities in line with work plans, project documents, ILO rules, regulations, policies, and strategies, and in accordance with country programs and administrative and financial procedures.
Responsibilities:
Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements, and other data for daily transactions and reports.
Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
Prepare correspondence on own initiative to verify data, address and answer queries, and follow up as necessary with project and ILO staff, consultants, and counterparts. Draw the attention of the National Project Coordinator and, where necessary, the Senior Program Officer/Project Coordinator, 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.
Provide administrative and financial backstopping and guidance for project staff and consultants with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
Consult with the Finance Unit and project team in Bangkok on rules, regulations, and procedures, and inform project staff, partners, consultants, and interns of new or revised procedures and practices.
Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits, or other reasons.
Calculate and compile cost estimates, and participate in budget analysis and projections as required by the NPC and SPO/PC.
Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests.
Provide support, when necessary, in the preparation and running of project workshops and meetings.
Perform other duties as assigned by the supervisor.
Requirements:
Completion of secondary education. Formal training in accounting and/or finance and the administrative field would be an asset.
At least 5 years of progressively general administrative and financial work experience. Experience in working with development projects, the UN at the national or international level, and organizations would be an asset.
Knowledge and understanding of a complex body of financial and administrative rules, guidelines, and procedures.
Knowledge of in-house procedures for the preparation of documents and administrative forms and for the creation and maintenance of filing systems.
Good analytical skills. Ability to reason and make sound judgments.
Ability to maintain financial records and prepare clerical accounting reports and statements.
Must demonstrate responsible behavior and attention to detail.
Ability to deal with confidential matters with discretion.
Must display high standards of ethical conduct.
Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, and Adobe Reader) and able to use other software packages required by the office.
Ability to evaluate correspondence and inquiries for the best course of action.
Ability to respond to work-related inquiries in an appropriate manner.
Ability to obtain services from other work units inside or outside the office for completion of tasks.
Ability to communicate effectively both orally and in writing.
Ability to work on own initiative as well as a member of a team.
