Introduction

The ILO has received funding from the Government of Japan to support the Central Province in improving the management of electronic waste and in the process creating Jobs for youths. This project will train Trainers from the Province’s Technical Education, Vocational and Entrepreneurship Training Authority (TEVETA) Colleges as well as youths, women and persons with disabilities (PWDs) in e-waste reuse, recycling and sustainable disposal. The participants will also be trained in financial and business management and assisted to set up their own businesses. The project shall also arrange workplace learning for some youth beneficiaries.

The project’s development objective is to contribute towards establishing a sustainable e-waste management model that generates green employment for vulnerable youth (with a focus on women and Persons with Disabilities (PwDs) in Central Province. Over a 12-month period (from mid-March 2026 to mid-March 2027), the project will generate short-term decent green jobs opportunities, train unemployed youth in e-waste recycling and business skills, support them to form micro-enterprises, facilitate short-term decent work opportunities for youth and strengthen the policy framework for safe e-waste management. By project end, at least 100 young people (50% women, including PwDs) will gain technical and entrepreneurial skills through project-supported training and structured work-based learning opportunities (including some of the youth completing WBL/apprenticeships), and will access decent green jobs opportunities, while local institutions adopt improved e-waste regulations and practices.

These outcomes contribute directly to SDGs 8 (Decent Work and Economic Growth), 12 (Responsible Consumption & Production), 5 (Gender Equality), and 13 (Climate Action) by fostering inclusive green employment, sustainable waste management, and reduced pollution. The project Key Outcomes include (1) enhanced local capacity to safely manage e-waste; (2) creating short-term green jobs for youth (especially women and PwDs) through e-waste collection, recycling activities and structured work-based learning (WBL); (3) strengthening an entrepreneurship ecosystem that enables youth-led green businesses to grow and create future decent work; and (4) establishing a circular economy model aligned with national and global sustainability goals. 

Reporting Lines:

Under the overall responsibility of the ILO Country Office for Zambia and Malawi (CO-Lusaka) Director, the Finance and Admin. Assistant (FAA) will report to and work under the direct supervision of the Technical Officer responsible for the E-Waste for Youth Employment project. The FAA will equally work in close collaboration with the E-Waste project team and Finance Unit in CO-Lusaka.

Description of Duties

1.    Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files;
2.    Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme
3.    Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments;
4.    Prepare POs and external collaboration and service contracts;
5.    Maintain contact with officials of local banks to obtain information on changes in procedures and regulations, exchange and interest rates, and matters pertaining to the maintenance of office bank accounts;
6.    Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Answer queries from national stakeholders and partners and obtain information for implementation of the programme;
7.    Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance, External Payment Authorisation and Budget Revisions for Project related activities.
8.    Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;
9.    Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computation;
10.    Brief and assist international staff, experts and consultants on all aspects of administration-related matters.  Provide interpretation of administrative rules, regulations and procedures ;
11.    Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel;
12.    Arrange for the local procurement, maintenance and safekeeping and recording of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;
13.    Assist in the issuance and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules;
14.    Perform other relevant duties as assigned by the Supervisor.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance preferably ACCA Level I and administrative field. 

Experience

At least six years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in finance and administration supporting any development funded projects with the UN system or with International NGOs is a strong advantage. Experience of working with an enterprise resource planning (ERP) system is an advantage.

Languages

Excellent command of English.

Competencies

•    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
•    Ability to work with word processing and spread sheet software, as well as computer software packages required for work;
•    Ability to work in stakeholders engagement and communications (organization of events, preparation of media briefs, press reviews, etc.);
•    Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage;
•    Ability to work in a team and to work under pressure;
•    Ability to deal with confidential matters with discretion; 
•    Must display high standards of ethical conduct; 
•    Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office; 
•    Ability to evaluate correspondence and inquiries for best course of action; 
•    Ability to respond to work related inquiries in an appropriate manner;
•    Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
•    Ability to organize own work; and
•    Must demonstrate responsible behaviour and attention to detail.

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.

ONLY shortlisted candidates will be acknowledged.