Finance and Administrative Assistant

Internatir Labor Organization

Accounting

Freetown, Sierra Leone

Job Type

Full-time

Closing date:

8 March 2022

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About

Internatir Labor Organization

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

Introduction

The International Labour Organization (ILO) has recently received funding from the United Nations Peacebuilding Fund under the Gender Promotion Initiative to implement a joint project with the United Nations Capital Development Fund (UNCDF) titled “Women for Water and Peace”.

The project aims to contribute to the mitigation of water-based community conflicts by promoting equitable access to water in five Wards in Freetown (Mayinkineh, Rokupa, Dworzark, Lumley and Crab Town).  The project intends to The approach to strengthen the participation of women in conflict resolution mechanisms at the local community level, increase economic self-reliance, improve decent livelihood opportunities, and enhance social cohesion.

The project will be implemented through two key objectives:

•    Sources of water-related disputes, notably around water scarcity and access, are identified and reduced through the promotion of gender-sensitive civic spaces; and 
•    Women are empowered to become agents of change through inclusive and sustainable livelihood opportunities, contributing to strengthen social cohesion and peace.

The ILO Country Office Abuja is therefore seeking to recruit a National Project Coordinator who will be responsible for the implementation, results and coordination of the ILO component of the project. The incumbent will ensure operational coordination with project partners, including UNCDF, the Government, social partners and the Peacebuilding Support Office, to ensure completion of activities in line with the project document and within the stated time frame and budget.

II.     Reporting line

Under the overall responsibility of the Director of ILO-CO, Abuja, the incumbent will work under the direct supervision of the National Project Coordinator. The incumbent will work closely with the project team of a sister ILO project based in Freetown.

The position will be based in Freetown, Sierra Leone.

Requirements

Competencies

  • •    Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. 
    •    Knowledge of International Accounting standards such as International Public Sector Accounting standards (IPSAS) or other international or national accounting standards.
    •    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 judgements.
    •    Ability to maintain financial records and prepare clerical accounting reports and statements.
    •    Must demonstrate responsible behaviour 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, Adobe Reader) and ability to use other software packages required by the Office. 
    •    Ability to evaluate correspondence and inquiries for 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. 
    •    Organizational skills and communication skills
    •    Ability to clarify information. 
    •    Ability to deal with people with tact and diplomacy. 
    •    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviours and attitudes.“Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”.

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.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

About the Role

Description of Duties

1.    Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects.

2.    Collect quotations, prepare Purchase Orders (POs) in ILO`s enterprise resource planning (ERP) system, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules.

3.    Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

4.    Work in close collaboration with Programme and Finance Units with preparing Office Financial Clearance and Budget Revisions for project-related activities; As well as Consulting on Financial rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

5.    Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; and ensure the correctness and appropriateness of types of contracts used with each activity, and that all necessary supporting documents are attached.

6.    Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops;

7.    Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;

8.    Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.

9.    Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

10.    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. In addition, maintain various official records and files.

11.    Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.

12.    Calculate and compile cost estimates, and participate in budget analysis and projections. Also assist in the preparation of budget statements for the area of the assignment as required by the supervisor.

13.    Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education plus formal training in accounting and/or finance and administrative field.

Experience

Five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English. and a good  working knowledge of another official language of the ILO or an official national language of the duty station.