Finance and Administrative Assistant

Introduction

Somalia is severely fragile and impoverished, with half of the population living below the poverty line. Domestic revenue is still insufficient to allow the government to deliver services to citizens. Ongoing and sustained conflict for three decades has bequeathed a legacy of poor and damaged infrastructure in Somalia, caused by the direct impact of military operations, but also by a virtually non-existent system of infrastructure management, rehabilitation and maintenance. Public infrastructure including roads, waste management systems, electricity grids and public buildings such as schools and healthcare facilities are in need of fundamental rehabilitation, and in many cases need to be built from scratch. Roads are often impassable which has left many communities without access to local markets or basic services such as health centres. This has resulted in lack of physical access to livelihood and employment opportunities for all Somalis, but has had a particularly severe impact on returnees and IDPs. Moreover, the governance Institutions, both at local and national level, lack institutional, technical, financial and management capacity. The poor state of infrastructure is ranked as the most significant obstacle to socio-economic recovery and human development in Somalia today. A 2018 study by European Union (EU) recommended “an increase investment in a range of basic services, livelihoods, housing, security and protection in cities so that displaced people (in particular IDPs and returnees) can not only feel they belong but enjoy better living standards, which are currently very poor for many displaced and returning people.” Moreover, a recent mission by KfW officials echoes these views and identified urban infrastructure as critical to enhance the livelihoods of host communities, returnees and IDPs.  ILO in March 2019 conducted field assessments in Baidoa to identify initial local infrastructure and community asset development needs and priorities in the selected IDP settlement areas; assess potential scope and technical areas of possible EIIP interventions to provide employment opportunities to Internally Displaced Persons (IDPs), returnees and their host communities through public investment;, institutional capacity building and technical training of local implementing bodies (local governments, contractors and labourers) will be a key component of the proposed EIIP intervention.

Introduction (Cont'd)

The proposed intervention under the Title “Creating decent work opportunities for Internally Displaced Persons (IDPs), Returnees and host communities through employment-intensive infrastructure improvement” has been approved with funding from the German Federal Ministry for Economic Cooperation and Development through KfW Development Bank.  The project has two components. The first component comprises employment-intensive construction works, mainly rehabilitation of productive infrastructure in and around selected IDP and returnee settlements in the outskirts of Baidoa. The focus is on the rehabilitation and extension of roads, drainage systems and lightning. The second component comprises capacity building and training measures for key Somalia Government Institutions, contractors and workers. The project will field a Technical Assistance Team (henceforth called the Project Team) to guide the implementation of the activities and build capacity of the partners at local level. The project will be implemented in partnership with the Federal Government of Somalia (FGS) Ministry of Public Works (MoPW-FGS), the main Ministry responsible for policy, regulatory frameworks and technical standards. It will also work in partnership with the Ministry of Public Works of South West State (MoPW-SWS), responsible for providing technical support to Baidoa District Authority (District Public Works Department) mandated with the day to day project monitoring and supervision with the support of ILO.

Reporting Line

The Project Team under leadership of a Chief Technical Adviser, will manage and coordinate all project activities,

The ILO seeks to recruit the services of a Finance and Administrative Assistant (FAA) – to support the CTA/Project Manager to manage the finance & administration activities in implementation the Project.

Reporting line

Under the overall responsibility of the Director of Country Office Addis Ababa, the Finance and Administrative Assistant (FAA) will work under the direct supervision and guidance of the Chief Technical Adviser (CTA)/Project Manager in charge of the project. While the core Team will be based in Baidoa, the FAA will be based in ILO’s Office in Mogadishu for ease of access to IT Infrastructure System.  He/she will work in close collaboration with the Finance Unit of the CO-Addis Ababa and the ILO Regional Office for Africa.

Description of Duties

• Establish a financial management system for the project based on the financial policy of the International Labour Organization; and maintain financial documents for the project in orderly manner,
• Compile, monitor and revise yearly specific budgets for the project with the supervision of the CTA/Project Manager; produce financial reports that show the details of project expenditures against budgets on a quarterly basis for purposes of monitoring and proper planning.
• Regularly monitor project delivery and produce relevant reports, and prepare clear, user-friendly spreadsheets, reports and/or other supporting documentation.
• Check and record financial transactions from multiple project budget lines for accuracy, and do the same for external & internal payment authorizations.
• Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of the project..Assist in issuing of external collaboration contracts and service contracts; and Organize workshops, trainings and meetings,
• Advise the CTA/Project Manager in all aspects of accounts and financial control procedures in order to ensure strict compliance with ILO financial rules and regulations, as per guidance from the  Regional Admininistrative Services.

Duties (Cont'd)

• Make the CTA/Project Manager aware of any financial/funding problems that may impact on the programme reaching its objectives; Meet financial requests in a timely manner allowing for processing times.
• Assist in providing responses in respect of accounting and audit queries that may be raised by the Donors, the Verification Unit of the Africa Regional Office and ILO HQ, related to accounting and/or financial transactions of the programme.
• In line with ILO Procurement Rules, Requisition office supplies and equipment locally and abroad, and arrange for control of distribution and maintenance of inventory records.
• Make travel arrangements, hotel reservations and prepare travel authorization forms.
• According to ILO's rules, ensure discharge of financial responsibilities for the projects contractual obligations to third parties and carry out specific operational and control tasks for project implementation
• Perform other financial or administrative duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education, plus formal training in accounting and/or finance from a recognized commercial school or equivalent.

Experience

Six years of progressively responsible experience in Finance and administration.

Languages

Excellent command of English and Good knowledge of Somali.

Competencies

• Extensive knowledge in appropriate software such MS including Excel and Word processing.
• Extensive knowledge of financial rules regulation and accounting principles.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
• Ability to communicate effectively both orally and in writing.
• Good organizational skills.
• Ability to create and maintain electronic and paper filing systems.
• Ability to produce clear financial reports.
• Demonstrated analytical skills, high standards of ethical conduct including confidentiality, accuracy and attention to details.
• Ability to work on own initiative as well as a member of a team.
• Knowledge of operations in an UN organization would be an advantage
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. 
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet