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Finance and Administrative Assistant - G5(DC)

 

Grade: G5 

Vacancy no.: ABUJA/DC/GS/2023/01
Publication date: 19 January 2023
Application deadline (midnight local time): 02 February 2023

 

Job ID: 10379 
Department: RO-Africa 
Organization Unit: CO-Abuja 
Location: Accra   
Contract type: Fixed Term 

Contract duration:  


 

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 values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

 

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. 

Introduction

The ILO seeks to recruit a Finance & Administrative Assistant at the GS 5 level to support the implementation of the Ghana component of the project Intensify Action against Forced Labour and Child Labour through Innovation The project will be implemented over a period of 46 months, ending on 30th September 2025.

In 2015, the United Nations adopted its 2030 Agenda for Sustainable Development. Among the targets to be achieved by Member States in the next 15 years, SDG 8 target 8.7 calls for immediate and effective measures to eradicate forced labour, end modern slavery and human trafficking and secure the prohibition and elimination of the worst forms of child labour, including recruitment and use of child soldiers, and by 2025 end child labour in all its forms.
Despite the priority given to the elimination of child labour, 160 million children are still victims of child labour in the world today, accounting for almost 1 in 10 of all children across the world; nearly half of them, 79 million, work in hazardous work that directly endangers their health, safety and moral development. Sub-Saharan Africa stands out as the region with the highest prevalence and largest number of children in child labour with 1 in 4 children in the region (23.9%) being involved in child labour.

A holistic and integrated approach, based on close cooperation at country, bilateral, regional and global levels among all the relevant stakeholders is necessary to address the challenges faced in the elimination of child labour.
Against this background, The USDOL-funded project “Intensify action against forced labour and child labour though innovation” will contribute to achieving the Accelerator Lab 8.7, which focuses on using acceleration factors for progress on SDG 8.7, building on promising practices and identifying new solutions to end child labour and forced labour globally. The project strategy will be guided by four markers: innovative solutions, due diligence and transparency in supply chains, strengthening workers’ voice, and social protection. These markers will guide actions of this project at the global, regional and country levels.

The project will intervene at the global, regional level and in four countries which are Ghana, Nigeria, Malaysia, and Somalia.

In Ghana, child labour is a significant problem in Ghana, as per the Multiple Indicator Cluster Survey (MICS) 2017/18, the percentage of children aged 5-17 years involved in labour is 27.9% (2.5 million) with 20.7% (1.2 million) of children engaged in hazardous forms of child labour. Child labour is mostly practiced in rural areas (37.1%), among the poorest (42.9%) and those not attending school (40.6%). One-third of all children of 15-17 years are engaged in hazardous working conditions.

The project activities will be under the project operation outcome related to “Selected pathfinder countries and interested candidates implement innovative measures to reduce child labour and forced labour, using an integrated area-based approach” the focus will be set on social protection by facilitating access of target communities to the National Health Insurance Scheme and support the national Livelihood Empowerment Against Poverty (LEAP) social protection program. In addition, the project will support innovative solution and strengthen the worker’ voice to promote strategies and policies for the elimination of child labour.

2.    Reporting lines: 
Under the overall responsibility of the Country Office Director for Nigeria, Ghana, Liberia and Sierra Leone (CO-Abuja), the Finance and Administrative Assistant (FAA) will report directly to the National Programme Officer.
 

Description of Duties

1.    Assist with the planning and preparatory work of the project initiatives in Nigeria. Monitor status of the project and receipt of documentation for review and approval, verifying that information is compliant with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of the project outcomes and deliverables and inform the supervisor of any discrepancies.

2.    Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues 
3.    Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system-IRIS, 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

4.    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.
5.    Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
6.    Perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system- IRIS, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops in Nigeria.
7.    Maintain and update spreadsheets and databases for internal expenditure control purposes. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries

8.    Assist the National Programme Officer in the preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities 
9.    Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and rephrasing.
10.    Prepare administrative and finance related briefing materials for the National Project Coordinator. Keep abreast of the progress report requirements and timetable, providing support to the Project Manager and coordinators for the preparation of the submission. 
11.    Process financial transactions and verify that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards. As well as respond to requests for general information and routine queries on status of payments and other budgetary issues.
12.    Keep abreast of changes to relevant  administrative and finance related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required. In addition, the developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.

13.    Perform other relevant duties as assigned by the Supervisor
 

Required qualifications

Education

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

Experience

At least five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in donor funded projects and with the UN system or an International NGO and in addition experience of working with an enterprise resource planning (ERP) system is a strong advantage. 

Languages

Excellent command of English. Good working knowledge of French is an advantage.

Competencies

  • •    Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. 
    •    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Knowledge of operations in an UN organization would be an advantage
    •    Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
    •    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. 
    •    Ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviours and attitudes.
    •    Ability to clarify information. 
    •    Ability to deal with people with tact and diplomacy.

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.