Senior Administrative and Finance Officer

Organizational Setting

The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. The only tripartite U.N. agency, the ILO brings together governments, employers and workers representatives of 187 member States, to set labour standards, develop policies and devise programmes promoting decent work for all women and men.

Today, the ILO Decent Work agenda helps advance the economic and working conditions that give all workers, employers and governments a stake in lasting peace, prosperity and progress.

This position is located in the Regional Administrative Services work unit in the Regional Office for Arab States (ROAS), based in Lebanon, Beirut. This work unit is responsible for all the financial, administrative and budgetary matters of the region in accordance with ILO rules, regulations and instructions.

Given the size of the portfolio in the Arab Region there is a need for additional Administrative, Financial, and Procurement support in the Regional Office (a) to ensure that ILO rules and Regulations are applied systematically across and within projects, with a special focus for prompt processing of requests from projects. And at the same ensure (b) that workflows and processes are implemented in a timely manner in order to make sure a smooth implementation of activities. The Incumbent will be providing these services to all projects currently being implemented in the region by ensuring compliance, coordinating and facilitating the smooth implementation of development cooperation activities.

The Senior Administrative and Finance Officer will report to the Chief of Regional Administrative Services (C/RAS) and will work in close collaboration with Administration, Finance, HR, Procurement and Program teams in regional office, as well as with staff on development cooperation projects.

Main Purpose

As a team member, the incumbent provides professional services for the administration and delivery of a range of financial services for the Office from several of the following areas: finance, procurement, facilities and asset management. The incumbent role is (a) to ensure that ILO rules and Regulations are applied systematically in ROAS across and within projects, with a special focus for prompt processing of requests from projects. And at the same ensure (b) that workflows and processes are implemented in a timely and client-oriented manner to make sure a smooth implementation of activities. The Incumbent will be providing these services to the office and to all projects currently being implemented in the region by ensuring compliance, coordinating and facilitating the smooth implementation of development cooperation activities. The incumbent contributes to the development and enhancement of work methods and procedures.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to build and maintain effective working relationships, exchange information on issues related to service delivery, to analyse information and to follow up on outstanding clearance and pending administrative matters.

External contacts are primarily with banks, service providers, United Nations (UN) agencies and working groups, non-governmental organizations (NGOs) and other international organizations to exchange information and obtain assistance to ensure successful delivery of operational services.

Key Duties and Responsibilities

1. Provide professional services for the effective delivery of the Office’s operational services. Administer day-to-day operations from several of the following areas: finance, procurement, facilities and asset management, ensuring full compliance with applicable standards. 

2. Oversee and guide the work of staff in concerned operational areas. Supervise staff as applicable. Monitor and verify accuracy and appropriateness of administrative transactions processed by support staff. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system.

3. Provide substantive support in the continuous analysis and monitoring of the resource situation (financial) of the Office. Provide regular management reports to support informed decision-making.

4. Assist in delivery of financial operations and accounting services covering responsibilities for accounts payable, accounts receivable, approval of payments, external payment authorisations (EPAs) and office financial clearance (OFCs), accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts. Provide support for preparation of the Programme and Budget proposals.

5. Maintain liaison on daily administrative matters with local banks, insurance companies, government agencies, other UN agencies, etc. Participate in UN interagency meetings, working groups and joint initiatives on common system activities in the concerned operational areas. Prepare information notes on key issues and developments and follow up as required. Liaise with internal and external auditors on issues and queries;

6. Review procurement requests against applicable standards and submit for clearance. Prepare standard solicitation documents. Provide administrative support to bidding processes. Prepare for approval purchase orders within delegated authority.

Key Duties and Responsibilities (continued)

7. Keep abreast of changes to applicable standards, best practices and technologies in concerned occupational areas. Share knowledge and provide guidance to staff.

8. Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Liaise closely with staff and managers to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes to cater to the high delivery demands while maintaining the required compliance and agility;

9. Conduct research and analyse data and information on a variety of operational related subjects. Prepare analytical reports to contribute to programme/project monitoring and provide inputs to reports and other communications.

10. Work closely with C/RAS to provide support on important deadlines and requirements from Headquarters;

11. Participate in project budget formulation while ensuring all operations costs are accurately built; Perform necessary oversight functions to monitor budgets, contracts and payments and provide necessary reports and advice to Project Chief Technical Advisors (CTAs) and Project Managers (PMs) as necessary;

12. Perform other relevant duties as required.

Minimum Requirements

Education

University degree (Bachelor’s or equivalent) in Finance, Business Administration or Accounting. Advanced University degree would be an advantage. 

Experience

Minimum of two years of professional experience in the relevant occupational area. Two to three years of work in an international organization is desirable. Experience in working with multiple modules of an enterprise resource planning (ERP) system is desirable.

Languages

Excellent command of English and Arabic.

Knowledge and Competencies (technical/behavioural)

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:

• Good knowledge of financial principles and concepts.
• Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of project management and the (business) project cycle.
• Knowledge of UN Common System policies in the area of administration and operations.
• Knowledge of the substantive nature of Organization’s work programmes and activities.
• Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.
• Good knowledge of principles and concepts related to the areas of operations (e.g. finance, administration, procurement, etc.).

Knowledge and Competencies (technical/behavioural) - continued

• Ability to interpret and work within applicable rules, regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Analytical skills.
• Good drafting skills.
• Ability to maintain effective working relationships with key stakeholders.
• Ability to oversee the work of and provide guidance to staff. A high degree of discretion with sense of responsibility in dealing with confidential matters. Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.