1. Introduction

The ILO seeks to recruit the services of a Senior Finance & Administrative Assistant for the implementation of the ILO “Better regional migration management” (BRMM) Project financed by the UK Government Foreign Commonwealth and Development Office (FCDO). 

The International Labour Organization (ILO) is implementing the Better Regional Migration Management project to enhance safe, orderly, and regular labour migration in East and Horn of Africa. The project focuses on strengthening migration governance systems, improving labour protection for migrant workers, and fostering regional cooperation. The overall objective of the BRMM project is to strengthen the capacity of countries in East Africa and Horn of Africa to govern labour migration by using evidence-based policies, enhance migrant workers’ qualifications and skills, and actively engage the social partners. The BRMM Project Phase II will build on the work carried out by BRMM Project Phase I and cover 3 inter-related components of intervention, namely:

           I.    Labour migration policies and programmes that support productive migration in East Africa and Horn of Africa are evidence-based and gender sensitive.
           II.    Labour migration governance is more equitable and effective recognizing skills and facilitating social inclusion and decent work.
           III.    Labour migration governance is strengthened through being more inclusive of social partners.

The Senior Finance & Administrative Assistant will be based in Addis Ababa, Ethiopia. and will provide financial management, procurement, and administrative support to ensure efficient project delivery in line with ILO rules, procedures, and donor requirements. 

2. Reporting lines

The incumbent will work under the direct supervision of the project CTA and technical guidance from ROAF and CO Finance office. The Senior Finance and Administrative Assistant is responsible for the overall financial, administrative, and operational management of the project. This includes budgeting, expenditure tracking, financial reporting, procurement, logistics, and support to project implementation. The role ensures compliance with ILO financial regulations and supports timely and effective delivery of project activities.

3. Main duties and responsibilities

Financial Management

        1.    Support the preparation of annual budgets, work plans, programme budget proposals, and expenditure forecasts in collaboration with the CTA and relevant stakeholders.
        2.    Manage and monitor financial operations, including accounts payable and receivable, payment approvals, reconciliations, billing, forecasting, and month-end and year-end closing activities.
        3.    Maintain accurate financial records in ILO systems, process financial transactions, monitor expenditures, commitments and disbursements, and ensure efficient budget utilization.
        4.    Prepare financial and management reports for the ILO, donors, and partners in compliance with applicable regulations and reporting requirements.
        5.    Review and verify invoices, expense claims, and supporting documentation for accuracy and compliance.
        6.    Monitor partner financial reporting, provide guidance on ILO financial standards, and support audit preparations, responses, and follow-up actions.

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Administrative and Operational Support

        7.    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.
        8.    Advise and assist project staff with interpretation of administrative rules, regulations and procedures. 
        9.    Coordinate procurement activities in compliance with ILO regulations, including preparation of solicitation documents, bid evaluations, purchase orders, and vendor management.
        10.    Support human resources and contract administration processes for project personnel, consultants, and service providers.
        11.    Manage logistics for meetings, workshops, missions, and regional events, including travel arrangements, DSA calculations, and travel reporting.
        12.    Maintain project assets, inventories, filing systems, and records, ensuring proper custodianship, documentation, archiving, and disposal procedures.
        13.    Liaise with implementing partners, government agencies, financial institutions, UN agencies, and other stakeholders on administrative, financial, and operational matters.
        14.    Monitor project implementation, delivery rates, and operational performance, identifying bottlenecks and recommending process improvements.
        15.    Ensure compliance with applicable policies, standards, security requirements, and best practices across operational functions.
        16.    Perform other relevant duties as assigned by the CTA or the direct supervisor.

4. Minimum requirements

Education:

• Completion of secondary school education with formal training in accounting and/or finance. A professional accounting certification such as CPA or ACCA is an asset.

Experience:

• Minimum of seven years of progressively responsible professional experience in administrative, operational, or financial support services, with substantial experience in financial operations. Experience working with Enterprise Resource Planning (ERP) systems, particularly finance modules, is required.

Languages:

• Excellent command of English. Working knowledge of another official language of the Organization or an official national language of the duty station, including Amharic, is an advantage.

Knowledge and Competencies

•    Good knowledge of financial administration, accounting techniques, local taxation, banking methods, and international accounting standards such as IPSAS or other recognized standards. 
•    Good understanding of operational areas including finance, human resources, administration, procurement, and related support functions. 
•    Knowledge of UN Common System policies and procedures, particularly in finance, and familiarity with the substantive nature of ILO programmes and activities is an asset. 
•    Proficiency in PC software, including Microsoft Office applications such as word processing, spreadsheets, and presentation software. 
•    Ability to interpret and apply applicable rules, regulations, policies, and procedures. 
•    Ability to adapt quickly to new software, systems, and technologies. 
•    Strong analytical, drafting, organizational, and coordination skills, with accuracy and attention to detail. 
•    Ability to maintain data integrity and handle confidential matters with discretion and a strong sense of responsibility. 
•    Strong interpersonal, communication, tact, and diplomacy skills, with the ability to maintain effective working relationships with stakeholders and coordinate support staff where necessary. 
•    Ability to work effectively in a multicultural environment and demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.