Administrative and Finance Assistant

Introduction

The ‘PROSPECTS’ Partnership for improving Prospects for host communities and forcibly displaced persons, was launched by the Government of the Netherlands in 2019 in response to forced displacement crises, bringing together the International Finance Corporation (IFC), the International Labour Organization (ILO), the UN Refugee Agency (UNHCR), the UN Children's Fund (UNICEF) and the World Bank. The partnership spans eight countries, namely Egypt, Ethiopia, Iraq, Jordan, Kenya, Lebanon, Sudan, and Uganda.

Within the framework of the PROSPECTS partnership in Lebanon, ILO’s focus is on enhancing resilience of the country’s crisis-distressed labour market and creating better livelihoods and employment opportunities for both Lebanese host communities and Syrian refugees. It is doing so by promoting the development of market relevant skills (Education and Learning Pillar); enhancing employment placement services and labour market governance, and promoting micro, small and medium sized enterprises as well as sectors, including the agriculture and agri-food with potential for decent job creation (Employment and Economic Inclusion Pillar); and strengthening social protection schemes (Protection Pillar).

A second phase of the partnership started in 2024 and will last until end 2027, building on strategic areas of intervention and maximizing impact from phase one. In Lebanon, with the improvement of the security situation and formation of a new Government in early 2025, ILO PROSPECTS is launching multiple interventions across the programme’s three pillars. In parallel, the latest developments in Syria have resulted in increased ILO engagement and implementation of activities to support with the recovery efforts and stimulation of the private sector and promotion of livelihoods and decent job creation across the country.

This surge of activities within both the ILO PROSPECTS Lebanon phase II programme and Syria operations necessitates additional administrative and financial support to reinforce the existing structures. The Administrative/Finance Assistant (GS5) will provide the needed administrative, logistical and financial assistance to ensure a smooth implementation of activities.

Reporting Lines

The Administrative and Finance Assistant will work under the direct supervision of the PROSPECTS Lebanon Administrative and Finance Officer in close coordination with the relevant Decent Work Team (DWT) Operations Assistant and under the overall guidance of the PROSPECTS Regional Chief Technical Adviser (CTA) and the Syria Country Coordinator.

Description of Duties

For both the PROSPECTS Lebanon programme and Syria operations:

Administration and operations:

• Create contracts, agreements, and purchase orders in IRIS according to ILO's rules and regulations. This includes preparing required supporting documents such as RFQs, RFPs, comparison sheets, evaluation sheets, required specifications, budget breakdowns, approvals, TORs, and other necessary documentation.
• Assist the project team with the procurement process, ensuring the fair procurement of goods and services in line with ILO guidelines. Ensure effective use of resources and apply value-for-money principles throughout the procurement process and activities to facilitate smooth project implementation in a timely manner.
• Prepare and draft correspondence in both Arabic and English as needed on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts.
• Assist with informal translation of basic documents, including emails, letters, reports, and other official documents, from English to Arabic and vice versa as requested provide interpretation services in English and Arabic during meetings, workshops, field visits, and other events as required.
• Maintain proper soft and hard filing systems (using hard copies only when essential to remain green) for all related documents of the project.

Description of Duties (continued)

• Draft minutes of meetings for documentation, identifying action items whenever needed.
• Organize logistical and administrative arrangements for activities such as meetings, project events, conferences, workshops, seminars, campaigns, field visits, ceremonies, and other events under the project. Ensure all requirements are arranged in advance, including location, meals, equipment, stationery, transportation, printing materials, and more.
• Submit Travel Requests and Travel Claims in IRIS, and prepare documents needed for missions, including security clearance, visa, tickets, and accommodation.

Description of Duties (continued)

Finance tasks:

• Assist Admin and Finance Officer and DWT Operations Assistant in preparing financial plans, budgets, budget revisions, and financial reports (estimates, budgets, resourcing plans/tables, etc) by compiling information and statistics for budgetary and financial updates and reports.
• Track and handle the preparation, review, and processing of payments and receipts for the PROSPECTS programme and Syria operations, including any shared cost POs.
• Monitor, review, and process Implementation Agreement payments, ensuring the submission of cash books, financial reports, and all relevant supporting documents for complete, accurate, and organized documentation in both hard (if needed) and soft copies.
• 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 progressively responsible financial and administrative work. Experience with the UN/international organizations is an advantage.

Languages

Excellent knowledge of English and Arabic

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.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to evaluate correspondence and inquiries for best course of action.

Competencies (continued)

• 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; and Ability to learn new skills through best practices, peer-to-peer discussions, and trainings
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. 
• Ability to adapt to change with flexibility and agility.

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.