Administrator and Programme Analyst

Introduction

The position is located in the Bureau for Employers’ Activities (ACT/EMP) in Geneva and works with the global team of ACT/EMP both at headquarters and in the field.   

ACT/EMP plays a pivotal role in mainstreaming tripartism and social dialogue into the technical work of the ILO. It seeks coherence between the priorities of the Employers’ Group and the work programme of the technical units in the Office.  It supports the technical units in their work with constituents in the field.  The Bureau runs a global programme of development cooperation designed to strengthen business and employer representative organisations in line with Output 2.1  “ Increased institutional capacity of employer and business membership organizations to be strong, independent and representative”, of the ILO Programme and Budget.  It also provides technical support to Employer constituents represented in the various governance organs of the Organisation (GB, ILC etc).

The incumbent manages the smooth operation of ACT/EMP’s financial services, serves as financial certifying officer (FCO), and is responsible for providing a wide range of administrative and programming functions covering programme and budget and development cooperation activities. This includes planning, analysing and appraising programme and budget proposals and activities and monitoring programme implementation to identify problems and trends to inform decision-making.   

The position reports to the Deputy Director of ACT/EMP and works closely with the Director.

Specific Duties

1.    Provide information on programme priorities, assist with the preparation of programme proposals, analyse and comment on proposals to serve as a basis for decision-making, discuss proposals with colleagues and management. 

2.    Examine programme and budget proposals, and evaluate priority in accordance with overall programme and budgetary objectives as well as long-term planning. Draft reports based on these analyses with recommendations for acceptance or revision of budget proposals.

3.    Coordinate timely inputs into the Strategic Management Module as required for the Implementation Planning and the biennial Programme Implementation. Review programme monitoring reports and draft comments on designated aspects. 

4.    Formulate reports and documents such as programme briefs and resource allocation comparisons.  Manage and prepare the quarterly reviews of spending and delivery.   Analyse the programming and delivery of RB, RBTC and other budget sources, prepare and analyse Development Cooperation planning and delivery statistics, making recommendations for corrective action etc to the Deputy Director.

5.    Provide administrative and technical backstopping to projects. Ensure delivery of the projects in compliance with the ILO programming guidelines, administrative and financial procedures. Support the formulation, implementation and monitoring of Development Cooperation proposals and ensure their conformity with Office rules and priorities.

6.    Monitor project implementation in terms of expenditures and substance and prepare periodic analyses of the financial situation. Identify problems and resources or financial deficiencies. Initiate and make recommendations on corrective action to the Deputy Director when necessary. 

7.    Manage the operation of the financial services of ACT/EMP and prepare related managerial reports.

8.    Prepare correspondence as well as administrative decisions and recommendations for acceptance or revision of budget proposals on the basis of instructions from the Deputy Director. 

9.    Attend PROGRAM, HRD and BUDGET meetings and keep the Deputy Director of ACT/EMP regularly informed of administrative, programme and financial matters. Take and prepare minutes at the meetings; 

10.    Brief and provide support when required to support staff of ACT/EMP on administrative and financial procedures. 

11.    Prepare draft replies to internal and external audit observations as appropriate.  Prepare the ACT/EMP Risk Register.
12.    Maintain close working relations with employer constituents where appropriate in terms of respect for ILO programming and financial rules and procedures. 
13.    Under the supervision of the Director, develop manuals and standard operating procedures on administrative and financial rules and policies as well as on internal procedures and provide training where appropriate to ACT/EMP colleagues.

14.    Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1.Oversee financial and administrative matters and prepare plan of operations for the relevant work unit.
2.Prepare budget for Programme and Budget proposals. Participate in the preparation of project documents submitted for external funding and prepare final budgetary reports on approved projects. Prepare other reports and documents related to programme and financial matters. Prepare correspondence related to finance or administration.
3.Control income and expenditure and prepare periodic analyses of the financial situation. Verify monthly accounts and take corrective action, examine requests to incur obligations in light of availability of funds. Verify invoices and approve payments. Issue various documents related to financial transactions.
4.Supervise financial and administrative arrangements for official meetings.
5.Liaise with other departments to settle financial and administrative arrangements.
6.Administer staff movements.  Administer contractual agreements, especially external collaboration.
7.Control purchase, inventory and maintenance of furniture, equipment and supplies.
8.May undertake missions to review financial and administrative matters of projects or to participate in the organization of seminars.
9.Review and analyse project implementation and progress reports to ensure outputs are in line with objectives and to judge need for reassigning material or personnel or suggest other measures to strengthen delivery.
10.Supervise the work of finance support staff.
11.Respond to programming and administrative questions and ensure necessary follow up.

Required qualifications

Education

Advanced university degree (Master’s or equivalent) in finance, business  or public administration, economics or other relevant field.  A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant field with an additional two years of relevant experience, in addition to the experience stated below, will be accepted in lieu of an advanced university degree

Experience

Five years of directly related administrative and financial experience.  Experience as Funds Control Officer. Practical experience of working with employer organizations.

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of another working language of the Organization.

Competencies

In addition to the ILO core competencies, this position requires:

Sound knowledge of financial rules and regulations. Good knowledge of Office’s policies, administrative procedures and practices. Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. Ability to resolve complex problems.  Good drafting and communication skills. Computer applications skills. Organisational skills. Ability to develop and monitor a budget of a programme or a project. Good knowledge of the work unit’s operations, objectives and technical field and ability to effectively monitor work programme and resources.   Excellent collaboration skills. Excellent analytical skills. Ability to prepare high quality and technically sound reports. Good knowledge of financial practices and principles. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.