Finance and Administrative Assistant Job: Int’l Labour Organization (ILO)

The successor UN Joint Program for Social Protection (UNJPSP-II) in Zambia builds on the lessons learned from the first programme, and includes ambitious targets for streamlining benefits and service delivery through single-window service centres, support for disability inclusion across the whole of the social protection sector, strengthening state institutions, and promoting greater citizen and beneficiary voice in the governance of the social protection system.  As a critical part of the support provided to this initiative under the UNJPSP-II, the social protection team within the ILO Country Office for Zambia, Malawi, and Mozambique will provide technical advice and other assistance to constituents in Zambia, including Government, social partners and civil society organizations through joint UN action.

Implementation of development cooperation projects, and in particular of UN Joint Programmes, requires command of the shared and agency-specific budget planning, management and review processes to ensure adequate project delivery, as well as in-depth knowledge of tendering and procurement procedures necessary to facilitate review of proposals, vendor selection and contracting and payments processing to execute agreed activities in support of project objectives.

Reporting lines

Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique (CO-Lusaka), the Finance and Administration Assistant (FAA) will report to and work under the direct supervision of the Technical Advisor (TA) of the Project. The FAA will work in close collaboration with administrative and logistical counterparts within the project and CO-Lusaka, as well as at the Ministry of Community Development and Social Services (MCDSS), Zambian Agency for Persons with Disabilities (ZAPD) and other co-implementing UN Agencies in Zambia.

Description of Duties

1. Contribute to the effective implementation of the project through the efficient and timely execution of tasks in accordance with the policies, values and procedures of the ILO, the strategies of the project and the schedule of activities.
2. Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports
3. Prepare POs and external collaboration and service contracts on IRIS.
4. 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.
5. Draft correspondence, answer queries from national stakeholders and partners and obtain information for implementation of the programme.
6. 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.
7. 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.
8. Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computation.
9. Prepare detailed cost estimates, and participate in budget analysis and projections as required.
10. Coordinate the project administrative component across the three pillars of the project under ILO responsibility (social insurance, disability, coordination).
11. Brief experts and other officials on all respect of allowances, salary advances, travel claims and other financial and administrative matters and process payments for due for claims and services.
12. Organize travel plans and arrangements, and calculate and settle travel claims for office staff or others as appropriate.1
13. Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises.
14. Carry out specific operational and control tasks for project implementation and perform other duties as assigned by the Supervisor.

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

At least Six years of progressively responsible financial and administrative work, and some training in an administrative field.

Experience in the UN system or NGO environment is an added advantage. Familiarity with ILO policies and procedures including experience working with officials of Ministries of Labour and Social Security (MoLSS) and/or Community Development and Social Services (MCDSS) would be an advantage.

Languages

Excellent command of English, and good knowledge of another local language of the duty station.

• 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.
• Knowledge of the office’s financial rules and regulations
• Good knowledge of the context and challenges for the project areas of expertise
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• 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 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.
• Organizational skills.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.

“Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.