Finance and Administrative Assistant - G6 (DC)

Introduction

1. BACKGROUND
The project “Egypt Youth Employment (EYE): Jobs and Private Sector Development in ‎Rural Egypt (RAWABET)” is an International Labour Organization (ILO) project that is ‎funded by the Royal Government of Norway. The project comes within the ‎overarching framework of the “Egypt Youth Employment” programme, which works ‎to promote and facilitate tripartite partnerships towards supporting and scaling up ‎of successful initiatives to generate decent employment opportunities for youth in ‎Egypt.‎
The EYE RAWABET project aims to contribute to economic development in rural ‎Egypt by promoting decent employment within large enterprises as well as in micro, ‎small and medium enterprises (MSMEs) along sectors and value chains of highest ‎employability and growth potentials. The project is implemented by the ILO Cairo ‎Office, in partnership with the Ministry of Investment and International Cooperation ‎‎(MoIC), and in collaboration with the Federation of Egyptian Industries (FEI), the ‎Micro, Small and Medium Enterprises Development Agency (MSMEDA).‎
The project works to capitalize on the ILO’s expertise and long-standing experience ‎in the promotion of decent employment in the rural economy, and to build on and ‎scale-up past and ongoing rural-focused initiatives implemented in Egypt.‎
Towards realizing its objectives, the project devised a two-pronged strategy ‎combining: 1) direct technical support with 2) institutional capacity development. ‎Direct technical support takes place through carefully designed value-chain and ‎MSMEs development interventions. Institutional capacity and skills development, on ‎the other hand, is being delivered through capacity building activities based on ILO’s ‎enterprise development and entrepreneurship as well as other relevant training ‎tools. In many ways, the institutional and skills development activities are meant to ‎enable and reinforce the value-chain and MSMEs interventions.‎

Project Outcomes:‎
Outcome 1: Strengthened capacity of stakeholders to make informed decisions ‎about addressing opportunities and challenges for the promotion of decent jobs ‎in specific economic sub-sectors in rural Egypt.‎
Outcome 2: Decent work opportunities promoted along selected (sub) ‎sector/value-chains in rural Egypt.‎
Outcome 3: Emerging MSMEs/small-scale producers supported/scaled up in rural ‎Egypt to contribute to local economic development (LED) and to promote decent ‎employment opportunities

2. REPORTING LINE:‎
The incumbent will perform her/ his duties under the overall guidance of the ‎DWT/CO-Cairo and the project’s Chief Technical Advisor and the direct supervision of ‎the National Project Officer.

Description of Duties

3. DESCRIPTION OF DUTIES:‎
The Financial and Administrative Assistant is expected to perform a number of ‎tasks, primarily, in relation to the financial portfolio of the project, in addition to ‎providing administrative support in the implementation of activities of the project, ‎as required. The incumbent will work initiate, process, review and follow up on ‎administrative tasks, in accordance with ILO’s financial, procedures, rules and ‎regulations, and relevant policies, The incumbent is expected to undertake a range ‎of administrative and operational functions within the framework of the project’s ‎activities, including the provision of office support on matters related to the overall ‎administration of the project, logistics and travel arrangements.

4. ROLE AND RESPONSIBILITIES:‎
- 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.‎
- Provide support to the project’s National Project Officer on several duties and ‎functions, including tasks related to procurement, inventory-keeping, travel ‎arrangements, managing events, etc.… ‎
- Oversee the tasks performed by the project’s support staff to ensure the ‎effective delivery of project’s activities, including attending to travel ‎arrangements, logistical preparations of project’s events, training workshops, ‎seminars, conferences, etc... ‎
- Maintain and regularly update the project’s travel plan. Undertake travel and ‎accommodation arrangements, coordinate visa and security requirements and ‎ensure the timely processing of administrative transactions. Provide guidance ‎and assistance to staff relating to arrival, departure and official travel formalities. ‎Develop and maintain contacts with counterparts in government departments ‎and external service providers to facilitate travel, visa, shipping and/or other ‎related issues.‎
- Prepare correspondence, including of ad-hoc nature, to address matters related ‎to the administrative dimensions and relevant logistical arrangements, as well ‎as to communicate with project’s stakeholders, partners, consultants and ‎existing and/or potential vendors/ contractors, to communicate messages ‎and/or to acquire information, as required.    ‎
- Maintain project financial records and monitoring systems to record and ‎reconcile expenditures, balances, payments, statements and other data for daily ‎transactions and reporting.‎
- Process contracts for financial clearance and payment. Ensure the correctness ‎and appropriateness of types of contracts used with each activity, and ensure all ‎necessary supporting documents are attached.‎
- Attend and participate in internal and external meetings and workshops in ‎assigned areas of work.

Required qualifications

Education

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

Experience

Minimum of six years of general administration and office support work experience, ‎including providing various senior level support services. Experience of working with ‎international development organization, including UN agencies, is a significant asset.

Languages

Excellent written and oral command of English and good knowledge of Arabic.‎

Competencies

 A.‎    Core Competencies:‎
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]‎

B.‎    Technical Competencies:‎
‎-‎    Considerable knowledge of the provision of administrative and operational duties.‎
‎-‎    Good knowledge of PC software (including word processor, spreadsheet and ‎presentation software) such as Microsoft Office. ‎
‎-‎    Good knowledge of methods and techniques for assessing quality and efficiency of ‎process execution. ‎
‎-‎    Adequate knowledge of the substantive nature of ILO programmes and projects.‎

C.‎    Required Skills:‎
‎-‎    Ability to adapt quickly to new software and systems. ‎
‎-‎    Ability to coordinate and oversee a broad range of operational activities. ‎simultaneously, Ability to coordinate the work of support staff.  ‎
‎-‎    Ability to search, retrieve and compile information from a variety of sources.‎
‎-‎    Good drafting and reporting skills. Analytical skills and attention to detail. ‎
‎-‎    A high degree of discretion with sense of responsibility in dealing with confidential ‎matters. ‎
‎-‎    Interpersonal skills, tact and diplomacy when dealing with others.‎