Finance and Administrative Assistant

International Labour Organization

Kathmandu, Nepal

Experience: 3 to 5 Years

Skill Required: HR and Admin

Under the overall responsibility of the Director of ILO Office in Nepal, the Project Assistant will directly report to the Technical Expert on Inclusive Growth and the ELRIE National Project Officer and will work in close collaboration with the Operations Officer of CO-Kathmandu and other members of the operations team. The PA will be based in CO-Kathmandu and will work in close collaboration with other members of the project team in Madhesh and ILO team in the Country Office. 
Duties:
  • 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 Technical Expert and, where necessary the Operations Officer, to matters requiring immediate attention.
  • Review, follow up 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.
  • Prepare, draft, and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style, and compliance with applicable standards. Provide informal translations. 
  • Maintain the official travel plan of the project team. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions
  • Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation. 
  • Coordinate and provide a range of administrative and financial support for meetings, workshops, and other events. Ensure the timely preparation, translation, publication, and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. 
  • Ensure the Project’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate, and present information/data on specific topics. 
  • Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
  • Initiate, process, and follow up on finance administrative actions, verifying that information is following applicable standards. Input complete data in the enterprise resource planning (ERP) system.
  • Perform other duties as assigned by the supervisor.
Required qualifications:
Education:
  • Completion of secondary school education with formal training in accounting and/or finance and administrative field. Demonstrated experience in providing administrative and financial support development projects.
Experience:
  • Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system is preferred.
Languages:
  • Excellent knowledge of English and Nepali languages. Both written and spoken. Knowledge of additional local language spoken in Madhesh province will be an advantage.