Finance and Administrative Assistant at International Labour Organization
- Company: International Labour Organization
- Location: Kenya
- State: Nairobi
- Job type: Full-Time
- Job category: Administrative/Secretarial Jobs in Kenya
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who are Kenyan.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 2,272,760 (Kenyan Shilling) yearly.
This position is located in Nairobi, Kenya, under the overall responsibility of the Director, Country Office Dar es Salaam and under the direct supervision of the Programme Manager of the FAIRWAY project in Africa.
The FAIRWAY Program, funded by the Swiss Development Cooperation, is a four-year inter-regional development cooperation initiative that aims to improve conditions of labour migration across migration pathways from Africa to Arab States and better protect all migrant workers in vulnerable situations within the Arab states region, thereby enabling migrant workers to contribute more fully to sustainable development in both countries of origin and destination.
Focusing primarily on key sectors in which migrant workers in vulnerable situations are engaged (including the domestic work and construction sectors) the project seeks to address the interlinked structural, behavioural and practical barriers to improved labour migration outcomes through four objectives:
- Private sector, employers’ and workers’ organizations engaged for decent work for migrant workers;
- Gender-responsive policy frameworks are developed or strengthened for fair recruitment and decent work and regulatory compliance;
- Discriminatory attitudes towards women and men migrant workers are diminished; and
- Migrant workers have improved access to information and support services throughout the migration cycle.
The FAIRWAY project will be implemented in Kenya, Uganda, Ethiopia, Nigeria and Morocco and will carry-out national, regional and inter-regional activities, including in cooperation with the Regional Office for Africa and the Regional Office for the Arab States.
As a team member, the incumbent provides senior level support with responsibility for performing, completing and overseeing a range of operational, financial and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent plays a key role, demonstrating considerable judgment, in ensuring transparency in the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes.
The position works under the supervision of FAIRWAY Project Manager. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in application of financial rules and regulations, policies and procedures.
Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on specialised processes and issues related to service delivery. The incumbent will regularly liaise with and receive guidance from the regional finance unit. Primary internal contacts are with staff and managers in the Nairobi office, the Country Office for Dar es Salaam and the Regional Office for Africa (ROAF) to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards. The incumbent will also be responsible for liaising with national officers and administrative officers in the FAIRWAY target countries, with the FAIRWAY Programme Manager in the Arab States and with headquarters.
External contacts are primarily with implementing partners (including social partners and governments), service providers, banks, UN agencies and other international organizations, the donor, embassies, permanent missions and concerned authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters. The incumbent also liaises with service providers for the establishment and completion of contracts or pending issues.
- Perform a range of specialised finance support functions and services for operational and payment-related work of the Office, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
- Monitor expenditure and budget allocations, updating information on project accounts and informing supervisor when funds need to be replenished.
- Maintain and update project spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports, and extract and compile financial data and present information on the status of financial resources of the project to support analysis, budget revisions, and reporting needs.
- Respond to requests for general information and routine queries on status of payments and other budgetary issues.
- 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.
- Undertake and complete a range of administrative and operational support services. Contribute to the smooth and efficient functioning of the work project team by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.
- Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards. Provide informal translations.
- Maintain the official travel plan of the project. Make travel and accommodation arrangements, coordinate visa and security requirements, and process 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.
- Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents, presentations, briefing files and related materials. Take minutes and follow upon the implementation of decisions.
- Ensure the project’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate and present information/data on specific topics.
- Keep abreast of financial and administrative rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties.
- Perform and/or coordinate other general administrative and financial duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
- 14. Management of fixed assets including laptops in line with applicable policies
- 15. Ensuring timely and accurate quarterly financial reports are prepared including any additional donor financial reports that may be required
- 16. Ensuring proper financial closure of project with the preparation of the final reports and handover of key documents in line with ILOs document retention policies
- 17. Perform other relevant duties as assigned.
Completion of secondary school education, supplemented by a formal training in an area related to finance, general administration and office support.
Minimum of five years of general administration and office support work experience, including providing various senior level support services.
Excellent command of English. Working knowledge of another official language of the Organization or an official national language of the duty station.
Knowledge of financial administration and/or accounting techniques.
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
In addition to the 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], this position requires:
Ability to interpret and work within the applicable administrative and 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 coordinate and oversee a broad range of operational activities.
Good drafting skills.
Ability to coordinate the work of other project support staff.
A high degree of discretion with sense of responsibility in dealing with confidential matters.
Method of Application
Closing Date : 15 April, 2020