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Finance and Admin Assistant

 

Grade: GS5

Vacancy no.: DC/SUVA/GS5/2020/17
Publication date: 17 June 2020
Application deadline (midnight local time): 10 July 2020

 

Job ID: 3023 
Department: RO- Asia & Pacific
Organization Unit: CO-Suva
Location: Suva, Fiji
Contract type: Fixed Term

Contract duration: 12 months with possibility of Extension


 

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 EU funded Support to Rural Entrepreneurship, Investment and Trade project (STREIT) aims to contribute to the sustainable and inclusive economic development in East Sepik and Sandaun Provinces in Papua New Guinea. The ILO inputs to this project will improve access to communities and markets by rehabilitating and maintaining transport infrastructure such as rural roads, wharves and jetties. By applying local resource-based approaches in the infrastructure works, the ILO also seeks to (i) increase participation of local communities in the works, (ii) increase the creation of jobs and income by applying employment-intensive work methods and (iii) secure the involvement of the local construction industry.

 

The project will be delivered by a team based in Suva, Fiji.

 

Reporting Lines

The ILO technical assistance forms an integral part of the STREIT project delivered by a host of UN agencies under the overall coordination of FAO. The Finance and Admin Assistant will be part of the ILO technical team led by the Infrastructure Specialist.

 

Under the supervision of the Operations Officer the incumbent will provide a range of financial and administrative support services – including administrative and office support, HR, finance and travel and logistics in accordance to established rules, regulations, policies, procedures and guidelines.

Description of Duties

In accordance with the needs and priorities of the project, the Finance and Admin Assistant will provide services from among the following duties:

 

  • Perform a range of specialised finance and administrative support functions and services for operational and payment-related work of the project, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verify that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards;
  • Process accounts receivable including billing, adjustments and changes. Administer cash receipts and petty cash;
  • Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements;
  • Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished;
  • Maintain and update spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports and extract and compile financial data and present information on the status of financial resources of the project to support analysis and reporting needs;
  • Respond to requests for general information and routine queries on status of payments and other budgetary issues;
  • Prepare, draft and finalise general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations;
  • Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions;
  • Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties;
  • Perform other relevant duties as assigned.
Education

Completion of secondary school education.

Experience

Minimum of five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English. Knowledge of the main local language(s) is preferable.

Competencies
  • Knowledge of financial administration and/or accounting techniques.
  • Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
  • 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 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.