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Finance and Administrative Assistant - G6 (THAMM)

 

Grade: G6  

Vacancy no.: CAIRO/DC/G/2019/17
Publication date: 09 October 2019
Application deadline (midnight local time): 08 November 2019

 

Job ID: 1897 
Department: RO-Africa 
Organization Unit: DWT/CO-Cairo 
Location: Cairo   
Contract type: Fixed Term 

Contract duration: One year (with possibility of extension depending on funding availability and performance) 


 

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.

 

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 is one of three partners, with the International Organization for Migration (IOM) and Gesellschaft für Internationale Zusammenarbeit (GIZ), tasked with implementing a new project titled “Towards a holistic approach to labour migration governance and labour mobility in North Africa (THAMM)” financed by the European Union Trust Fund. This project is designed as a sub-regional programme aiming at the strengthening of migrant workers’ protection mechanisms throughout the migration cycle and whether workers are leaving the region or seeking employment there.

 

Planned over 36 months, it covers three countries: Egypt, Morocco and Tunisia, and will be inclusive of and open to other North Africa countries for sub-regional activities. The project is aligned to existing policy frameworks at global (Sustainable Development Goals, Global Compact for Safe, Orderly, and Regular Migration) and regional (African Union Migration Policy Framework Plan of Action 2018-2030) levels and factored in preliminary consultations with relevant national stakeholders conducted in the preparation phase. In addition, the project contributes to Objective (3) "Improved migration management in countries of origin, transit and destination" of the EU Trust Fund for Africa and in particular to the Priority Action II – Advancing mutually beneficial legal migration and mobility of the Operational framework of the North of Africa window. The project is also aligned with the Valletta Action Plan Priority Domain 2 “Legal migration and mobility”, and with the last Communication on the Delivery of the European Agenda on Migration that sets legal migration channels with third countries via pilot initiatives as a strategy for achieving concrete results.

Project Objectives:

The project comprises four Specific Objectives managed jointly by the ILO and IOM:

  • SO 1: Policy, legislative, institutional and regulatory frameworks in the field of legal migration and mobility in particular those aiming at enhancing migrant workers' rights and combatting forced labour, child labour and slavery are progressively established;
  • SO 2: Mechanisms for assessment, certification, validation and recognition of migrants' skills and qualifications are improved;
  • SO 3: Migration related knowledge and data management in the field of legal migration and mobility is improved;
  • SO 5: Cooperation between relevant stakeholders in the field of legal migration and mobility, in particular job placement, is improved.

 A fifth component (SO 4: Mobility-schemes are established and/or improved) as well as part of SO5, implemented by GIZ, are the subject of a separate contract between the EU and GIZ and not part of the project described here.

 

The ILO is therefore seeking to recruit a Administration and Finance who will be responsible for the administrative and financial support to the project in Egypt and of Egypt’s participation to sub-regional project activities.  As a team member, the incumbent provides senior level administrative and finance support and is responsible for performing, completing and/or overseeing specialized administrative and financial management support services in an efficient, effective and client-oriented manner. The incumbent performs a range of administrative actions related to the financial operations of the Office. Work involves using the enterprise resource planning (ERP) system. The incumbent performs a range of administrative actions related to the financial operations of the Project. The incumbent ensures the correct application, interpretation and adaptation of established financial rules and regulations, policies, procedures and guidelines. The incumbent evaluates and provides inputs into the design and development of improved administrative and financial services and delivery processes.

 

 

Reporting Lines:

 Under the overall responsibility of Director of the ILO Decent Work Team and Country Office in Cairo, the incumbent will work under the direct supervision of the National Project Coordinator based in Cairo and under the indirect supervision of the Project Manager based in Rabat.

Description of Duties
  • Undertake and complete a range of specialized finance support functions and services. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
  • Perform targeted analytical reviews and trend analysis of specific types of activities including extra-budgetary projects, ensuring proper authorization and complete supporting documentation, and check for fraudulent documents and transactions. Contribute to the preparation of financial analytical reports.
  • Serve as a certifying officer for Cairo Office as necessary.
  • Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements.
  • Review, correct and maintain a variety of financial, budget and other accounting records and documents to ensure that transactions are matched and completed. Maintain, monitor and reconcile budget data, including for overtime, salary deductions and other payments. Prepare detailed cost estimates and participate in budget analysis and projections as required. Prepare year-end closure of accounts in compliance with applicable standards and procedures.
  • Review and analyse financial transactions performed by the concerned office(s) and ensure their overall compliance with applicable standards. Keep management informed of the internal control of financial and administrative activities and propose action as required.
  • Conduct review of accounts and analyse information from multiple sources for financial status, implementation and monitoring reports, activities and projects. Follow up on VAT claims and outstanding claims on advances and closing of suspense accounts. Monitor and provide information on the utilization of resources for donor and other funding counterpart reporting.
Other Responsibilities:
  • Assist in the follow-up on internal audit recommendations, draft responses to external audit inquiries and observations, for the consideration of the supervisor.
  • Keep abreast of changes to financial rules and regulations, policies, procedures and other developments and provide guidance and deliver training to staff with the view to building knowledge. Oversee and guide the work of support staff performing finance-related work as required.
  • Evaluate and propose improvements to work methods and processes with a view to ensuring optimum efficiency and effectiveness. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
  • Perform other relevant duties as assigned.
Required qualifications
Education

Completion of secondary school education plus formal training in accounting or finance from a recognized commercial school or equivalent.

Experience
  • Minimum of six years of operational or administrative support work experience, the majority of which in the provision of financial operations support services.
  • Experience of working with an enterprise resource planning (ERP) system, in particular finance modules.
  • Previous Experience working on EU-Funded projects is an advantage
Languages

Excellent command of English. Good working knowledge of Arabic.

Competencies
  • Good knowledge of financial administration, accounting techniques, local taxation and banking methods.
  • Good knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
  • Knowledge of methods and techniques for assessing quality and efficiency of process execution.
  • Knowledge of the substantive nature of ILO programmes and activities.
  • Knowledge of UN Common System policies in the area of finance.
  • 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 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 coordinate the work of support staff.
  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

 

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.

 

Disclaimer:

  • The contract and its continuity is subject to the availability of funds
  • Only those candidates that are short-listed for assessment will be contacted
  • Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions
  • The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
  • Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on a TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.