Finance and Administrative Assistant

Introduction

Working in Freedom in Jordan’s QIZs: supporting fundamental labour rights through the Al-Hassan Workers’ Center, is a technical cooperation Project. The Project is supported by the United States Department of Labor (USDOL), Bureau for International Labor Affairs, Office of Trade and Labor Affairs.

The Workers' Centre Project was initiated by ILO under the Better Work Jordan programme in 2012 with a Center established in 2014 in Al Hassan Industrial Zone in Irbid Governorate as the first center in Jordan to provide a mix of social, health, and empowerment opportunities for migrant garment workers. Since the start of operation, services in the center have grown to serve 1,000 workers per month. The target group includes male and female workers coming from Bangladesh, India, Sri Lanka, Myanmar, Madagascar, Nepal, Pakistan and China who are employed in factories producing apparel for American and Israel brands. The Workers' Center intends to contribute to improving the well-being of workers by providing them with a safe space where workers can meet and socialize and by giving them access to key services, trainings and organizing opportunities including legal and economic capacity to advocate for themselves, physical and mental health, skill levels and career advancement. The role of Project Finance and Administrative Assistant is crucial to fulfill administrative and financial tasks to ensure the smooth operational support to the Workers’ Center.

Reporting lines

The position reports directly to the Project Coordinator and will work closely with all other members of the team. The incumbent will carry out both administrative and financial tasks within the policy and procedural requirements established by the ILO and in close coordination with the regional team in ROAS, as well as any specific requirements from the donor (USDOL) to support the overall activities of the project.

Description of Duties

Project Administration

• Support Workers’ Centre Association to comply with legal and administrative requirements to enter into an Implementation Agreement with ILO and extend support to effectively implement the IA activities as part of building Association capacity.
• Serve as focal point for administrative/programming coordination of project implementation, involving liaison with Workers’ Center in Irbid, ILO Amman office and at Regional Office, Beirut, to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
• Provide general Office/Project assistance, handles routine administrative tasks, advice, and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, taking notes at meetings/seminars and extend translation support to the Project Coordinator as per requirement.
• Collect information, on subject matter activities of the area. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
• Compile, summarize, and enter data on project delivery and record/register/control plans on the status of projects at each project cycle and programming activities for monitoring and evaluation purposes.

Description of Duties (continued)

Project Administration (continued)

• Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with ILO and Donor’s requirements.
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials.
• Support Workers’ Center Association to comply with legal requirements as part of building its capacity.

Finance:

• Assist the supervisor in monitoring and maintaining a central filing system using ILO corporate ERP and document management tools, for all financial records ensuring the completeness and accuracy of records in the correct database.
• Classify and assign budget codes, verify and process payment claims, and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions.
• Support the project team on procurement process and ensure fair procurement of goods and services as in line with ILO guidelines.
• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

Description of Duties (continued)

General:

• Liaise with technical focal points in Jordan and Regional offices on matters relating to admin, finance and procurement.
• Present at Workers’ Center on Friday’s as and when required to support the Center activities on basis of availing alternative weekly off.
• Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent knowledge of English and Arabic.

Competencies

• 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.

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 work quickly, precisely, and take initiative and responsibility.
• Proven experience in handling project budget in IRIS ERP or similar.
• Strong organizational abilities and ability to work to tight deadlines.

Competencies (continued)

• Ability to deal with people with tact and diplomacy and to build strong working relationships.
• Good ability to interpret project information and to identify and analyse problems with implementation.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Proficient in computer software (MS Office and MS Project) and proven typing abilities.
• Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority.
• Ability to deal with confidential matters with discretion.

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.