Finance and Admin Assistant

Introduction

The EU funded Support to Rural Entrepreneurship, Investment and Trade project (STREIT) aims to contribute to the sustainable and inclusive economic development in East Sepik and Sandaun Provinces in Papua New Guinea. The ILO inputs to this project will improve access to communities and markets by rehabilitating and maintaining transport infrastructure such as rural roads, wharves and jetties. By applying local resource-based approaches in the infrastructure works, the ILO also seeks to (i) increase participation of local communities in the works, (ii) increase the creation of jobs and income by applying employment-intensive work methods and (iii) secure the involvement of the local construction industry.

The project will be delivered by a team based in Suva, Fiji.

Reporting Lines

The ILO technical assistance forms an integral part of the STREIT project delivered by a host of UN agencies under the overall coordination of FAO. The Finance and Admin Assistant will be part of the ILO technical team led by the Infrastructure Specialist.

Under the supervision of the Operations Officer the incumbent will provide a range of financial and administrative support services – including administrative and office support, HR, finance and travel and logistics in accordance to established rules, regulations, policies, procedures and guidelines.

Description of Duties

In accordance with the needs and priorities of the project, the Finance and Admin Assistant will provide services from among the following duties:

• Perform a range of specialised finance and administrative support functions and services for operational and payment-related work of the project, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verify that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards;
• Process accounts receivable including billing, adjustments and changes. Administer cash receipts and petty cash;
• Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements;
• Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished;

• Maintain and update spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports and extract and compile financial data and present information on the status of financial resources of the project to support analysis and reporting needs;
• Respond to requests for general information and routine queries on status of payments and other budgetary issues;
• Prepare, draft and finalise general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations;
• Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions;
• Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties;
• Perform other relevant duties as assigned.

Education

Completion of secondary school education.

Experience

Minimum of five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English. Knowledge of the main local language(s) is preferable.

Competencies

• Knowledge of financial administration and/or accounting techniques.
• Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:
• Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Accuracy and attention to detail.
• Sense of responsibility to maintain data integrity.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes