Finance and Administrative Assistant

International Labour Organization


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Description

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Under the supervision and guidance of the Project Manager, the FAA will provide administrative and financial support to processing contracts, budgets and administrative tasks through the ILO Integrated Resource Information System (IRIS). 

The activities will involve administrative, financial and communications aspects of the project. Specific duties to be performed include the following: 

  • 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. 
  • Prepare purchase orders as well as external collaboration and service contracts. 
  • 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. 
  • Prepare correspondence, answer queries from national stakeholders and partners and obtain information for implementation of the programme. 
  • Work in close collaboration with Programme and Finance Units in DWT/CO-Pretoria to prepare financial clearance, external payment authorisation and budget revisions for project related activities. 
  • Provide advice and assistance to the team in preparing project budgets, document revisions. Assist project management in monitoring project funds as well as in maintaining the internal financial controls of the project. 
  • Process and examine project budget information and data in accordance with instructions and make necessary abstracts and computation. 
  • Coordinate and perform all project-related administrative tasks such as coordinating the administrative components of workshops and trainings, sending official invite letters, coordinating printing, among others
  • Brief experts and other officials on financial and administrative matters. 
  • Organise travel plans and arrangements and calculate and settle travel claims for office staff and consultants as appropriate. 
  • 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. 
  • Carry out specific operational and control tasks for project implementation. 
  • Perform other duties as assigned by the Project Manager. 

Required qualifications

Education

  • Completion of secondary school education with formal training in accounting and/or finance and administrative field from a recognized commercial school or equivalent. 

Experience

  • At least six years of progressively responsible financial and administrative work experience, and some training in an administrative field. Experience working with an enterprise resource planning (ERP) system, in particular finance modules would be an advantage.

Languages

  • Excellent command of English.
  • A working knowledge of Portuguese would be an advantage. 

Source: https://jobs.ilo.org/job/Pretoria-Finance-and-Administrative-Assistant-(G6)/813181501/

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