The Senior Administrative and Finance Assistant will provide administrative, operations and finance support to the project and will report directly to the Project Manager and liaise with the National Project Officer under the overall responsibility of the Decent Work Team/Country Director for Egypt and Eritrea.
Responsibilities:
Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff. This includes processing entitlements, initiating and processing financial transactions in the enterprise resource planning (ERP) system, verifying compliance with rules and maintaining records and files.
Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops, seminars and trainings, including preparation of activity budgets, recruitment and payment of consultants and service providers.
Maintain contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters. Attend meetings to provide and gather information as needed.
Prepare on own initiative correspondence and reports, including those of a confidential nature, and draft communications related to all aspects of programme and/or project administration. Prepare periodic administrative statistics and budget performance reports.
Brief and assist international staff, experts and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures, and guidance on project and programme-related policies and processes.
Review all incoming correspondence requiring action, make recommendations on appropriate responses, monitor deadlines, and follow up with project personnel and other units on the submission of reports and correspondence.
Participate in the publication of the different language versions (according to language knowledge) of the ETEL’s publications. This includes coordinate the dissemination of publication including the preparation of promotional material, social media cards and lists of contacts for the dissemination.
Compile, analyse and disseminate data and background information for programme and budget preparations. Participate in budget analysis and projections, coordinate submissions of project proposals and propose adjustments as required.
Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of funds. This includes making calculations, requesting funds, checking supporting documents and making payments.
Monitor accounts regarding allocations and expenditures, make adjustments to optimise fund utilisation, and draft administrative correspondence on budgetary matters to verify data, answer queries and obtain additional information.
Review reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments and authorisations are in conformity with financial rules and regulations.
Maintain and update databases. Respond to, or redirect to the most appropriate source, complex administrative queries on programme and budget.
Serve as focal point for project administrative matters. Initiate requests, prepare standard terms of reference, obtain necessary clearances, and resolve issues related to project implementation.
Provide guidance and supervise the work of junior administrative and/or other support staff. Deliver training and support to build knowledge and ensure effective service delivery.
Perform other relevant duties as assigned.
Education
Completion of secondary school education supplemented by a formal training in accounting, finance.
Administration from a recognized commercial school or equivalent.
Work Experience:
At least six years of progressively responsible administrative work with supervisory experience.
