Finance and Administration Assistant at International Labour Organization

Introduction

The International Labour Organization, with funding from the Swedish International Development Agency (Sida), is supporting Kafue Gorge Regional Centre (KGRTC) implement a pilot project for skills development for the renewable energy and energy efficiency sub-sectors in Zambia. Kafue Gorge Regional Training Centre (KGRTC), with its existing experience and expertise in hydropower and its already existing private sector engagement portfolio, has the potential to become a key player in skills development for Renewable Energy (RE) and Energy Efficiency (EE) technologies.  This one-year pilot project will test and prepare for skills development, driven by market needs, gender dimensions and having strong ownership by key stakeholders in Zambia and sub-regionally – and lay the foundation for the three-year PPDP that is anticipated to follow.

Reporting Lines

Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique,  the Finance and Administrative Assistant will report and work under the direct supervision of the National Project Coordinator.

Description of Duties

The activities will involve administrative, financial and communications aspects of the project. Specific duties to be performed include the following:

1. 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;

2. Prepare POs and external collaboration and service contracts;

3. Maintain contact with officials of local banks to obtain information on changes in procedures and regulations, exchange and interest rates, and matters pertaining to the maintenance of office bank accounts;

4. Draft on own initiative correspondence, answer queries from national stakeholders and partners and obtain information for implementation of the programme;

5. Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance, External Payment Authorisation and Budget Revisions for Project related activities;

6. Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;

7. Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computation;

8. Coordinate and manage the project administrative tasks;

9. Brief experts and other officials on financial and administrative matters;

10. Organise travel plans and arrangements, and calculate and settle travel claims for office staff or others as appropriate;

11. 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;

12. Assist in issuing and monitoring of external collaboration conracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules;

13. Carry out specific operational and control tasks for project implementation; and

14. 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.

Experience

Six years of progressively responsible financial and administrative work, and some training in an administrative field. At least two to three years’ work experience supporting technical cooperation projects focusing on the ILO Decent Work thematic areas employment, social protection, social dialogue, rights at work.

Languages

Excellent knowledge of English and good knowledge of another language of the duty station.

Competencies

• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
• Ability to work with word processing and spread sheet software, as well as computer software packages required for work;
• Ability to work in stakeholders engagement and communications (organization of events, preparation of media briefs, press reviews, etc.);
• Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage;
• Ability to work in a team and to work under pressure;
• 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 organize own work; and
• Must demonstrate responsible behaviour and attention to detail.

“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”.