Finance and Administrative Assistant

International Labour Organization

dakar, Senegal

Experience: 5 to 10 Years

Skill Required: Accounts and Finance

Under the overall responsibility of the Director of the ILO Decent Work Technical Support Team for West Africa and Country Office for Senegal, Cabo Verde, Gambia, Guinea and Guinea-Bissau in Dakar ( ETD/BP-Dakar), the AAF will work under the direct supervision of the Project Manager (PC) and in collaboration with ETD/BP-Dakar's programs and finances.

Core Duties and Responsibilities:

The AAF will provide administrative and financial support for the processing of contracts, budgets and administrative tasks through the ILO's Integrated Resource Information System (IRIS).

  • Perform specialized financial support functions and services for operational and payment-related work for the project, including initiating and processing financial transactions and verifying that information and supporting documentation is in compliance with rules and regulations, policies, procedures and applicable ILO and BMZ standards.
  • Maintain project financial records and tracking systems to record and reconcile expenses, balances, payments, financial statements and other data for daily transactions and reporting.
  • Maintain contact with local bank officials for information on changes to procedures and regulations, exchange and interest rates, and issues relating to the maintenance of the office bank account.
  • Prepare financial approvals, external payment authorizations and budget revisions for project related activities.
  • Assist the PC in tracking project funds, maintaining internal project financial control, and preparing budget revisions.
  • Prepare inputs, prepare reports, extract and compile financial data, and present information on the status of project financial resources to meet analysis and reporting needs.
  • Coordinate and perform all administrative tasks related to the project such as coordinating the administrative components of workshops and trainings, sending official invitation letters, coordinating printing, among others.
  • Support the project team in the organization of missions and calculate and settle travel expense claims for project staff and consultants.
  • Register suppliers, prepare purchase orders as well as contracts for goods and services.
  • Organize the local procurement, maintenance and conservation of equipment, furniture, vehicles and office supplies, as well as the maintenance and security of office premises.
  • Perform any other duties assigned by the CP.

Qualifications required:


  • High school diploma, with a background in accounting and/or finance and administration, from a recognized business school or equivalent


  • A minimum of five years of professional experience in operational and/or administrative support, including the provision of financial operations support services.
  • Experience working with an integrated management software package (ERP) is also required.


  • An excellent command of French is required. Good English skills could be an advantage


  • Knowledge of financial and administrative management processes, experience of financial rules and procedures. Knowledge of financial and administrative operations in a United Nations organization would be an asset.
  • Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
  • Ability to work with word processing and spreadsheet software, as well as work-related software packages.
  • Ability to work in a team and to work under pressure and to deliver within strict deadlines.
  • Ability to interpret and adhere to applicable financial rules and regulations, policies and procedures.
  • Ability to demonstrate responsible behavior, and have a sense of responsibility for working with confidential material and maintaining data integrity, as well as attention to detail.
  • Ability to work in a multicultural environment and demonstrate gender-sensitive and non- discriminatory behavior and attitudes.