Finance and Administrative Assistant - G5(DC)

Introduction

Opportunity Salone is a project implemented by the International Labour Organization (ILO) that aims to support Sierra Leone in its quest to develop a vibrant and resilient economy delivering Decent Work opportunities to Sierra Leoneans.

The project is fully aligned with the government’s vision for national development as expressed in the Medium-Term National Development Plan 2019-23 (MTNDP). It emphasises human capital development, in particular investment in capacity building, and establishment of a diversified, competitive economy with well-developed infrastructure.

Opportunity Salone is financed by the European Union as part of the 11th European Development Fund (EDF). The project aims to contribute to large scale job creation and job quality improvements for women, youth and persons with disabilities mainly in rural areas in Sierra Leone through inclusive value chain development focused on SMEs and cooperatives, and feeder road maintenance to improve access to markets.

The project will be implemented in 4 districts (Port Loko, Bombali, Bo and Kenema), over a 63 months period (Oct. 2021 – Mar. 2027) with a budget of 11.7 million Euros and have three interrelated outcomes:
-    Enhanced, conflict-sensitive, agricultural value chain and entrepreneurship development for SMEs, youth, women and persons with disabilities.
-    Improved feeder road maintenance contributing to resolve infrastructure bottlenecks to immediate job creation.
-    Improved business environment for entrepreneurship development and feeder road maintenance.

Under Outcome 1, the project will undertake inclusive value chain development interventions to support job creation and women’s inclusion.

The project will work across 4 agricultural value chains in the selected districts. Value chain development interventions will be complemented with entrepreneurship promotion, building on the networks of trainers that have been established by previous ILO projects and ensuring that women and youth, including those with disabilities are able to access the business support services they need to start and run enterprises.

Outcome 3, which focuses on the policy and regulatory environment, will reinforce the sustainability of results achieved in Outcomes 1 and 2, including through support in the revision of the relevant Cooperatives and SME policies.

Opportunity Salone adopts a gender-sensitive market systems and value chain development approach. The value chain approach relies on collaboration with national and development partners and will aim at complementing and strengthening synergies between the project and other EU-funded projects and initiatives in Sierra Leone such as the UNCDF Investment Facility and the “Boosting Agriculture and Food Security – BAFS” programme.

Finance and Administrative Assistant will take charge of Opportunity Salone project Administrative and Financial planning, programming and implementation of all project activities in line with work plans, projects documents, ILO rules, regulations, policies and strategies, and in accordance with country programmes and administrative and financial procedures.  

Reporting lines

The Finance and Administrative Assistant will report to the Chief Technical Advisor of the Project.  
 

Description of Duties

Under the direct supervision of the Chief Technical Advisor and the general guidance of the Director of ILO Co-Abuja Office, the Finance and Administrative Assistant will perform the following tasks:

• Maintain the project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
• Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.
• Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. Prepare Power Point presentations for use in programme and discussions.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Maintain contact and effectively coordinate with focal points of other project offices in 5 states and project counterparts (RAAMP, FPMU and SPIUs, ministries, constituents, local/national institutions).
• Assist team or work unit by translating/drafting a variety of routine/brief documents and may act as interpreter.
• Prepare administrative related briefing materials for the supervisor for use on official missions including special meetings and for action.
• Carry out other duties as may be assigned by Supervisor. 
   

Education

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

Experience

At least 5 years of progressively general administrative and financial work experience. Experience in working with development projects, UN at the national or international level and organization would be an asset.

Languages

Excellent command of English and good knowledge of an official national language of the duty station.

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.
• 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.