Finance and Administrative Assistant G6

Introduction

The ILO seeks to recruit a Finance and Administrative Assistant at GS 6 level to support an upcoming project on “Combating human trafficking in Egypt by strengthening the national identification and referral mechanism and providing assistance and reintegration services for identified victims”.

The project, if awarded to the ILO at the end of the bidding process, will be implemented in Egypt. The project will be funded by the United States Department of State, Office to Monitor and Combat Trafficking in Persons (TIP Office). It will have a total budget of USD 1, 5 million and be implemented over a period of 36 months.

Project goals include: (1) An effective victims’ identification system and a national referral mechanism are in place and operational; (2) Improved comprehensive assistance and reintegration services for identified victims using a victim-centered, trauma-informed, and survivor-informed approach.

The project falls under the technical responsibility of the Fundamental Principles and Rights at Work (FUNDAMENTALS) Branch of the Governance and Tripartism Department (GOVERNANCE). The FUNDAMENTALS Branch carries out technical cooperation, research and advocacy functions to assist ILO constituents to respect, promote and realize the fundamental principles and rights at work, which are: freedom of association and effective recognition of the right to collective bargaining; elimination of all forms of forced or compulsory labour; effective abolition of child labour; and elimination of discrimination in respect of employment and occupation.

2.    Reporting lines: 
Under the overall responsibility of the Decent Work Team /Country Director of Cairo, the Finance and Administrative Assistant (FAA) will perform its duties under the direct supervision of the National Project Coordinator. 
 

Description of Duties

1. Analyses, evaluates and monitors a variety of complex financial documents, accounts to identify and investigate anomalies or wrongly posted transactions and to determine corrective action. These may include general ledger accounts, such as: major operating bank accounts; requests for replenishments of field bank accounts; field imprest accounts; development cooperation budgets; payment requests related to the project.
2. Carries out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
3. Monitors accounts regarding allocations and expenditures and makes adjustments to optimise utilisation of the funds. Drafts and clears administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
4. Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request. In addition, participates in the preparation of financial data to be included in Financial Report and Audited Financial statements.
5. Ensures smooth functioning of the project administration and operation support-related functions in close collaboration with other administrative and operation support staff through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
6. 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;
7. Briefs and assists international staff, experts and consultants on all aspects of finance and administration related matters. Provides interpretation of financial and administrative rules, regulations and procedures.
8. Responsible for all project administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops, training sessions and meetings. Including participating in organised meetings or workshops. As well as, settling of travel claims for project staff or others as appropriate.
9. Reviews all incoming correspondence, which requires action: making recommendations regarding the appropriate action to be taken; monitoring deadlines for responses, follow up with various project/programme personnel and other organisational units on the submission of reports and correspondence. Prepares on own initiative correspondence and reports as required on general administrative or other related tasks, including those of a confidential nature. Prepares periodic administrative statistics, reports and correspondence.
10. Assist in preparing POs and TTs in IRIS and external collaboration and service contracts.
11. Performs other relevant duties as assigned by the Supervisor
     

Required qualifications

Education

Completion of secondary school education plus formal training in accounting or finance from a recognised commercial school or equivalent. 

Experience

• Six years of finance and administrative support work experience and some training in an administrative field
• Experience of working with an enterprise resource planning (ERP) system, in particular finance modules.
• Familiarity and previous work experience with the ILO or other UN agencies or NGOs in donor-funded projects would be an added advantage.

Languages

Excellent command of written and spoken English. Good working knowledge of Arabic. Working knowledge of another official language of the organisation is an asset.

Competencies

• Ability to organise own work and efficiently manage time.
• Ability to maintain records and prepare reports and financial statements.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Demonstrated ability to apply finance and accounting methods. 
• Good analytical skills.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes 
• 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.); 
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office; 
• 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 communicate effectively both orally and in writing. 
• Ability to deal with clients and to respond to their queries. 
• Ability to work in a team and to work under pressure. 
• Good organisational skills.
• Ability to work with confidential material. 
• Must demonstrate responsible behaviour and attention to detail. 
• Ability to work and communicate with people in a polite, courteous and cooperative manner.
• Must display high standards of ethical conduct. 
• Must demonstrate honesty and integrity. 
• Ability to reason and make sound judgements.

Candidates assessed by the Panel and considered eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.