Finance and Administrative Assistant

Introduction

The International Labour Organization (ILO) is implementing a three year United Stated Department of Labour (USDOL) funded project that aims to contribute to strengthening the capacity of Kenya and Uganda Governments and EAC Secretariat to Address Child Labor and/or Forced Labor/Trafficking in Persons, and Violations of Acceptable Conditions of Work. The project seeks to promote enhanced enforcement of the legal framework and policies pertaining Child Labor and/or Forced Labor/Trafficking in Persons, and Violations of Acceptable Conditions of Work – this includes improvement of assistance services for victims of child labour and forced labour and strengthening partnerships to accelerate progress in addressing child labour, forced labour and violations of acceptable forms of work.

The Project is seeking to recruit a Finance and Administrative Assistant (FAA) position located in the Project Office in Kampala, which is under the ILO Country Office (CO) for East Africa Dar Es Salaam and working closely with the ILO Decent Work Technical Support Team for Eastern and Southern Africa (DWT-Pretoria). The ILO Office for East Africa covering the countries of Tanzania, Kenya, Uganda, Rwanda and Burundi works with the member states governments, social partners – workers and employers organizations to enhance freedom of association, social dialogue, entrepreneurship, skills development, ending child labour, among others. The Office also supports technical cooperation projects in a number of areas related to its mandate in close collaboration with the umbrella organizations for employers and workers.

Reporting Line

Under the overall responsibility of the Director, ILO Country Office, Dar es Salaam and under the direct supervision of National Project Coordinator, the incumbent will be responsible for the timely completion of finance and administration support services to the project
This position will be based in Kampala, Uganda.

Description of Duties

• Review and verify financial reports basing on ILO rules and USDOL general terms and conditions and guidelines and closely monitoring reported expenditures as a basis for budgetary control in respect of approved budgets. Advise the National Project Coordinator on all aspects of Accounts and financial control procedures in order to ensure compliance with ILO financial rules and regulations and USDOL general terms and conditions
• Maintain petty cash book and/or records for recording of financial data pertaining the petty cash account. Process Duty and VAT exemptions for purchase of goods and services by ILO technical cooperation projects
• Prepare payment requests for staff travels allowances, seminar advances and payments to suppliers. Ensure prompt accountability and retirement of seminar advances and maintain proper and accurate records for facilitating reconciliation of the GL Account. Investigate aged advance items and initiate corrective actions
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit. In addition, support the Implementation Partners in understanding and applying ILO Financial Rules and Regulation to resources advanced to them for project activity implementation
• Monitor financial project resource requirements and submit timely replenishment requests to CO Dar es salaam to ensure consistent availability of sufficient funds for timely implementation of a wide range of activities under the project
• Prepare responses in respect of accounting and internal control queries that may be raised by the Finance Unit in Dar es Salaam and Verification Unit of the Regional Office in Abidjan.
• Prepares detailed cost estimates and budgetary forecasts in (liaison with the project team in Nairobi where necessary). 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.
• Arrange and participate in 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; maintain a roster of project assets
• Coordinate and manage the project administrative tasks; including human resource takes like maintaining staff leave records
• 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; provide training to partners if required
• 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
• Perform any other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education supplemented by a formal training in accounting and/or finance and administrative field from a recognized commercial school or equivalent.

Experience

At least six years of  financial operations support service and administrative work, and some training in an administrative field. Experience of working with an enterprise resource planning (ERP) system , in particular finance modules. Work experience in finance and administration supporting any development projects would be an added advantage.

Languages

Excellent command of English. Working knowledge of another official language  of the duty station.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• 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.
• 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.
• Ability to deal with confidential matters with discretion;
• Must display high standards of ethical conduct;
• Ability to evaluate correspondence and inquiries for best course of action;
• Ability to respond to work related inquiries in an appropriate manner;
• Ability to organize own work;
• Ability to demonstrate responsible behaviour and attention to detail.
• Ability to deal with people with tact and diplomacy.
• Excellent time management skills.