Finance and Administrative Assistant - G5(DC)

Introduction

Opportunity Salone is a project implemented by the International Labour Organization (ILO) that aims to support Sierra Leone in its quest to develop a vibrant and resilient economy delivering Decent Work opportunities to Sierra Leoneans. The project is fully aligned with the government’s vision for national development as expressed in the Medium-Term National Development Plan 2019-23 (MTNDP). It emphasises human capital development, in particular investment in capacity building, and establishment of a diversified, competitive economy with well-developed infrastructure.

Opportunity Salone is financed by the European Union as part of the 11th European Development Fund (EDF). The project aims to contribute to large scale job creation and job quality improvements for women, youth and persons with disabilities mainly in rural areas in Sierra Leone through inclusive value chain development focused on SMEs and cooperatives, and feeder road maintenance to improve access to markets. Opportunity Salone adopts a market systems development approach . The project will be implemented in 4 districts (Port Loko, Bombali, Bo and Kenema), over a 48 month period (Oct. 2021 – Oct. 2025) with a budget of 8 million Euros and have three interrelated outcomes:

Enhanced, conflict-sensitive, agricultural value chain and entrepreneurship development for SMEs, youth, women and persons with disabilities
Improved feeder road maintenance contributing to resolve infrastructure bottlenecks to immediate job creation 
Improved business environment for entrepreneurship development and feeder road maintenance

The Finance and Administration Assistant (G5) will be in charge of documenting all financial aspects, handling procurement and administrative aspects of the programme.

2.    Reporting lines: 

Under the overall responsibility of the Director of the ILO Abuja Office director, the Finance and Administration Assistant will report to and work under the direct supervision of the Chief Technical Advisor (CTA) of the project.
 

Description of Duties

•    Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;

•    Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules

•    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;

•    Work in close collaboration with Programme and Finance Units with preparing Office Financial Clearance and Budget Revisions for project-related activities; As well as Consulting on Financial rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices

•    Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor. As well as ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. 

•    Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops;

•    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;

•    Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit. 

•    Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

•    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. In addition, maintain various official records and files

•    Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.

•    Calculate and compile cost estimates, and participate in budget analysis and projections budget requirements. Also assist in the preparation of budget statements for the area of the assignment as required by the supervisor 

•    Perform other duties as assigned by the supervisor
 

Required qualifications

Education

Completion of secondary school education plus formal training in accounting and/or finance and administrative field  

Experience

Five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English and another language of working knowledge of the duty station.

Competencies

• •    Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. 
  •    Knowledge of International Accounting standards such as International Public Sector Accounting standards (IPSAS) or other international or national accounting standards
  •    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. 
  •    Good analytical skills. Ability to reason and make sound judgements.
  •    Ability to maintain financial records and prepare clerical accounting reports and statements.
  •    Must demonstrate responsible behaviour and attention to detail. 
  •    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 obtain services from other work units inside or outside the office for completion of tasks. 
  •    Ability to communicate effectively both orally and in writing. 
  •    Ability to work on own initiative as well as a member of a team. 
  •    Organizational skills and communication skills
  •    Ability to clarify information. 
  •    Ability to deal with people with tact and diplomacy. 
  •    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviours and attitudes

  
  “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”.