Ethiopia: Finance and Administrative Assistant

VACANCY ANNOUNCEMENT

CO-04-2015

The ILO Country Office for Ethiopia and Somalia is seeking to recruit a highly motivated and qualified candidate for the following position for a period of one year (with possibility of extension).

Finance and Administrative Assistant: GS 5

Building sound Industrial Relations for Sustainable Development and Competitiveness

Background of the Project

Improving the implementation of international labour standards and strengthening harmonious labour relations through social dialogue are two of the main priorities identified by the Decent Work Country Programme for Ethiopia. The priorities seek to enhance labour market governance through implementation of relevant conventions and strengthening of Workers’ and Employers’ Organizations for effective social dialogue, collective bargaining, labour dispute prevention and resolution.

As part of implementing the Decent Work Country Programme, the ILO in collaboration with the Ethiopian Employers Federation (EEF) and the Confederation of Ethiopian Trade Unions (CETU), will implement a two-year Technical Cooperation Project funded by DANIDA, Embassy of Denmark entitled, “Building sound Industrial Relations for Sustainable Development and Competitiveness”. The project aims at strengthening the capacity of EEF and CETU to promote tripartism, peaceful industrial relation and social dialogue for social and economic development of Ethiopia.

General Duties

The Finance and Administrative Assistant (FAA) will be responsible for overall financial support, supervision of project financial activities, as well as overall financial reporting. In addition, the FAA will be responsible for overall administrative activities of the project. The FAA works under the overall guidance and technical supervision of the National Project Coordinator (NPC) for the project in Addis Ababa and in collaboration with the Finance Department.

Specific Duties

• Establish a financial management system for the project based on the financial policy of the International Labour Organization;
• Maintain financial documents for the project in orderly manner,
• Compile, monitor and revise yearly specific budgets for the project with the supervision of the NPC;
• Produce financial reports that show the details of project expenditures against budgets on a quarterly basis for purposes of monitoring and proper planning;
• Regularly monitor project delivery and produce relevant reports, and prepare clear, user-friendly spread sheets, reports and/or other supporting documentation.
• Check and record financial transactions from multiple project budget lines for accuracy;
• Check and record external and internal payment authorizations;
• Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of the project;
• Assist in issuing of external collaboration contracts and service contracts;
• Advise the NPC in all aspects of accounts and financial control procedures in order to ensure strict compliance with ILO financial rules and regulations, as per guidance from Finance Department
• Make the NPC aware of any financial/funding problems that may impact on the programme reaching its objectives;
• Meet financial requests in a timely manner allowing for processing times;
• Assist in providing responses in respect of accounting and audit queries that may be raised by the Donors, the verification unit of the Africa Regional Office and ILO HQ, related to accounting and/or financial transactions of the programme;
• Organize workshops, trainings and meetings;
• In line with ILO Procurement Rules, Requisition office supplies and equipment locally and abroad, and arrange for control of distribution and maintenance of inventory records;
• Make travel arrangements, hotel reservations and prepare travel authorization forms;
• According to ILO's rules, ensure discharge of financial responsibilities for the projects contractual obligations to third parties;
• Provide full secretarial, administrative and financial support for the project; and
• Perform other financial or administrative duties as assigned by the supervisor.

Qualification and Experiences:

Education: Completion of secondary school education, plus formal training in accounting and/or Finance from a recognized commercial school/institution.

Experience: Five years of progressively responsible experience in Finance and administration.

Languages: Excellent command of English and Amharic.

Required Competencies:

· Demonstrated extensive knowledge in appropriate software such as accounting software, MS including Excel and Word processing.

· Extensive knowledge of financial rules regulation and accounting principles.

· Extensive knowledge of standard administrative procedures.

· Ability to communicate effectively both orally and in writing.

· Good organizational skills.

· Ability to create and maintain electronic and paper filing systems.

· Ability to produce clear financial reports.

· Demonstrated analytical skills, high standards of ethical conduct including confidentiality, accuracy and attention to details.

· Ability to work with owns initiative as well as a member of a team.

DUTY STATION AND REMUNERATION

The position will be based in Addis-Ababa. The ILO offers a competitive remuneration package in accordance with the United Nations common system of salaries, allowances and benefits.

Applications and CV must be submitted to the following address quoting job title and Vacancy Number indicated at the top of this announcement. Photocopies of certificates must be enclosed.

Regional HR Unit

International Labour Office

PO Box 2532

Addis Ababa