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Senior Finance And Administrative Assistant

Senior Finance And Administrative Assistant
Company:

International Labour Organization (Ilo)


Details of the offer

As a team member of the Project, the incumbent provides para-professional finance and administrative services and is responsible for managing the completion of a range of support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, and will finance, travel and logistics and other operational related areas. Work involves the use of the enterprise resource planning (ERP) system. She or he ensures the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The position holder evaluates, anticipates needs, determines priorities and provides inputs into the design and development of improved finance and administration support services and delivery processes. Work assignments are carried out under minimum supervision with the incumbent operating with a high degree of independence in delivering and evaluating the finance and administration services provided. Work is reviewed for feasibility of recommendations and impact of end results.
Perform other relevant duties as assigned.Required qualifications

Education

Completion of secondary school education supplemented by a formal training in accounting and/or finance and administrative field from a recognized commercial school or equivalent.

Experience

7 years of progressively responsible finance/accounting and general administration experience. Office support work experience including various senior level support services. Experience of working with an enterprise resource planning (ERP) system could be an advantage..
Responsibilities

Project support and Administration
Coordinate all project finance and administration activities, including, human resources, procurement, transport, IT, security, and administration and ensure they follow ILO rules, regulations, policies and procedures.

Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for effectuating expenditures and make adjustments to optimize utilization of funds. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system.

Review administrative correspondence and forms, including of a non-routine nature, prepared by other staff, and finalize correspondence requiring research and understanding of operational matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards.

Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.

Conduct research and statistical analysis related to Finance and Administration issues. Coordinate and prepare budget-related reports and statistics to support the preparation of programme and budget and work plan documentation and financial and technical progress reports for donors. Provide other inputs for internal policy papers or for use in interagency meetings.

Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to team members and staff with the view to building knowledge. Provide briefings to staff on operational and administrative issues. Resolve non-standard issues.

Attend and participate in meetings and workshops of UN agencies dealing with operational and administrative UN Common System matters. Prepare information notes on key issues and developments and follow up as required.

Budgeting and Finance

Undertake project budgeting, budget revisions and rephasals in order to respond to implementation strategy. Offer technical advice to the project manager on the best course of action in order to align budget with emerging implementation issues. Draft budget related correspondences for review by the Project Manager. Monitor allocation and activity expenditure to advise on the project status through project highlighting approved funds, allocated funds and committed funds for purpose of determining project delivery rates

Ensure Project Office compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities through innovative solutions that respond to project implementation. Review emerging practices and where necessary design and recommend financial controls that respond emerging financial risks.

Manage projects assets and liabilities and ensure up-to-date records on inventory. Prepare annual assets inventory summaries on asset movements and balances. Ensure that assets are well taken care of according to applicable guidelines and are in working conditions. Ensure that project records are safely kept.

Process different financial transactions such as purchase orders, travel requests and claims, payment vouchers, payment journals, bank transfers through online banking platform

Participate or support in ILO and Donor project audits, review audit and verifications findings, come up with corrective plan, and engage relevant project staff for successful corrective actions
Job Requirements
Required education
: Vocational school

Required relevant work experience
: 7 years

Required languages:
English (Spoken: fluent | Written: fluent)
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Source: Fuzu

Job Function:

Requirements


Knowledges:
Senior Finance And Administrative Assistant
Company:

International Labour Organization (Ilo)


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