Finance and Administration Assistant – ILO

VACANCY: Notice for recruitment

The International Labour Organization Country Office for Zimbabwe and Namibia (CO-Harare) based in Harare is seeking applicants to fill the above vacant post for its Country Office in Harare, Zimbabwe.

1. Introduction: general information about the context in which the official will work:

The International Labour Organization (ILO) gives opportunities for women and men to obtain decent and productive work in conditions of freedom, equity, security and human dignity and creating jobs of acceptable quality.

The overall goal of the International Labour Organization (ILO) is an institution of the United Nations, whose primary goal is to promote decent work for women and men throughout the world. Decent work is central to global efforts to reduce poverty, and is a means for achieving equitable, inclusive and sustainable development.

1. Reporting Lines:

The Finance & Administration Assistant (FAA) will be based at the ILO Country Office for Zimbabwe and Namibia (CO-Harare). S/he will work under the overall responsibility of the Director of the Office and under the direct supervision of the Finance & Administration Officer (FAO). The appointed candidate will also work closely with Finance and Administrative Assistants in Technical Cooperation (TC) projects.

• Main duties and responsibilities

1. Generic duties

Financial tasks

1. Maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

2. Participate in payroll preparation, payroll deduction accounts and the calculation of overtime payments.

3. Select and enter data from a wide variety of documents, including verifying accuracy, making necessary calculations and ensuring the inclusion of all relevant data.

4. Prepare recurring reports as scheduled, monthly imprest reports, and special reports as required, for budget preparation, audits or other reasons.

5. Brief and assist international staff, experts and consultants on all respects of allowances, salary advances, travel claims and other financial matters, and calculate and process payments due for claims and services.

6. Draft correspondence to verify data, answer queries and obtain additional information.

7. Maintain contact with officials of local banks to obtain information on changes in procedures and regulations, exchange and interest rates, and matters pertaining to the maintenance of office bank accounts.

8. Prepare detailed cost estimates, and participate in budget analysis and projections as required.
9. Supervise lower level finance clerks.
10. May be entrusted with the petty cash of an area office.

Administrative tasks:

1. Perform administrative work including interpretation and processing of entitlements, issuance of contracts and maintenance of various official records and files.

2. Search for and prepare administrative related briefing materials for the supervisor for use on official trips, special meetings and for action. Collect, solicit and coordinate briefing materials for the supervisor’s missions and meetings, ensuring that submission timetables are adhered to. Select and make pertinent abstracts and undertake searches for information.

3. Participate in the organization and preparation of special meetings and make all important administrative arrangements and facilities for conducting workshops and seminars.

4. Assign General Service staff to meet work requirements, and review and evaluate work of subordinates. (As applicable to certain area offices).

5. May assist in the conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff and assist in housing rentals. (As applicable to certain area offices).

6. Brief international officials on general administrative matters relating to visas, licences and security. Provide advice and ensure administrative support as required.

7. Prepare, on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or other related tasks (which may be of a confidential nature), attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention.

8. Assist in the preparation of administrative reports and documents such as office or project budgets and maintain administrative records.

9. Provide guidance and supervise the work of lower level administrative and/or other support staff.

10. Advise and assist other staff with office management and administrative support services when necessary. Participate in discussions of new or revised procedures and practices, and interpret and assess the impact of change. Provide interpretation of administrative rules, regulations and procedures.
11. Maintain policy, confidential and general administrative files.

12. Maintain contact and perform liaison duties with concerned ministries, government offices and UN agencies, and provide protocol services as required.

13. Requisition office supplies and equipment locally and abroad, and arrange for control of distribution and maintenance of inventory records.

14. Perform other duties as assigned by the supervisor.

1. Specific duties

Financial tasks

1. Complete and oversee a range of specialized finance support services. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with applicable standards.

2. Perform targeted analytical reviews and trend analysis of specific types of activities including extra-budgetary projects, ensuring proper authorization and complete supporting documentation. Contribute to the preparation of financial analytical reports.

3. Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements.

4. Review, correct and maintain a variety of financial, budget and other accounting records and documents to ensure that transactions are matched and completed. Maintain, monitor and reconcile budget data, including for overtime, salary deductions and other payments. Prepare year-end closure of accounts in compliance with applicable standards and procedures.

5. Conduct review of accounts and analyse information from multiple sources for financial status, implementation and monitoring reports, activities and projects and follow up on VAT claims and outstanding claims on advances. Assist in the follow-up on internal audit recommendations, draft correspondence to external audit inquiries and observations, for the consideration of the supervisor.

6. Keep abreast of changes to relevant finance-related policies, rules, regulations, procedures and other developments and provide guidance and deliver training to staff with the view to building knowledge. Evaluate and propose improvements to work methods and processes with a view to ensuring optimum efficiency and effectiveness. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.

7. Prepare detailed cost estimates, and participate in budget analysis and projections as required. Verify payment vouchers and monthly imprest reports, ensure that all transactions are properly authorized and supported by receipted bills.

8. Oversee the work unit’s filing systems, ensuring maintenance and continued optimum accessibility and efficiency. Ensure update of databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.

9. Coordinate and/or perform other administrative duties such as those related to office space, inventory and procurement matters.

10. Liaise with local banks to clarify office bank issues.

Administrative tasks

1. Coordinate and/or perform other administrative duties such as those related to office space, inventory and procurement matters. This includes requisition of office supplies and equipment locally and abroad, and arrange for control of distribution and maintenance of inventory records.

2. Advise and assist other staff with office management and administrative support services when necessary.

3. Oversee the work unit’s filing systems, ensuring maintenance and continued optimum accessibility and efficiency. Ensure update of databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.

4. Draft, on own initiative, correspondence, special reports, notes, evaluations and justifications on general administrative or other related tasks that may be of a confidential nature. Attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention.

5. Search for and prepare administrative related briefing materials for the supervisor for use on official trips, special meetings and for action. Collect, solicit and coordinate briefing materials for the supervisor’s missions and meetings, ensuring that submission timetables are adhered to. Select and make pertinent abstracts and undertake searches for information.

6. Maintain contact and perform liaison duties with concerned ministries, government offices and UN agencies, and provide protocol services as required.

7. Perform other financial and administrative duties as assigned by the supervisor

1. Qualifications requirements

Education

Completion of secondary school education with formal training preferably in accounting or business administration, supplemented by tertiary training in accounting and/or finance.

Experience

Minimum of six years of operational or administrative support work experience, the majority of which should be in the provision of financial operations support services. Experience working with an ERP system, in particular finance modules. Related experience within the UN Common System or another international organization is desirable.

Languages

Excellent written and spoken knowledge of English

Good knowledge of another working language is an asset. .

Knowledge and skills

• Good knowledge of financial administration, local taxation and banking methods.
• Good knowledge of IPSAS.
• Knowledge of methods and techniques for assessing quality and efficiency of process execution.
• Knowledge of the substantive nature of ILO programmes and activities.
• Knowledge of UN Common System policies in the area of finance.

• Ability to interpret and work within the applicable rules, regulations and procedures.

• Ability to adapt quickly to new software and systems. Good knowledge of Microsoft Office applications.

• Accuracy and attention to detail.
• Sense of responsibility to maintain data integrity.
• Time management and work organization skills.
• Team player with ability to work collaboratively with colleagues to achieve organizational goals.

• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Submission of applications

The ILO is an equal opportunity employer. We would therefore encourage applications from both men and women. Please note that only shortlisted candidates will be contacted. Interested candidates meeting the above requirements should send their application, including an updated CV and references via e-mail to [email protected] or by hand-delivery to the following address not later than 15 June 2018.

The Director

ILO Country Office for Zimbabwe

8 Arundel Office Park, Mt. Pleasant

P.O. Box 210, Harare