The International Labour Organization (ILO) – Finance and Administrative Assistant (Nairobi).

Introduction

The International Labour Organization (ILO) is implementing a fouryear U.S. Department of Labor project on improving compliance with international standards and acceptable conditions of work (ACW) in the Republic of Kenya. The project falls under the technical responsibility of the ILO Labour Administration, Labour Inspection and Occupational Safety and Health (LABADMIN/OSH) Branch, and the Labour Law and Reform Unit (LABOURLAW). 

Project outcomes include:

1. Increased government effectiveness in improving compliance with international labour standards and ACW—including through, but not limited to, improved compliance with Kenyan laws related to and consistent with those standards and conditions, and technical assistance as requested with reforming laws that are inconsistent with those standards and conditions.
2. Increased employers’ actions to improve compliance with international labour standards, ACW, and Kenyan laws related to and consistent with those standards and conditions.
3. Increased engagement of civil society organizations, including workers’ organizations, with government and employers to improve compliance with international labour standards, ACW, and Kenyan laws related to and consistent with those standards and conditions.

The Project is seeking to recruit a Finance and Administrative Assistant (FAA) Position located in the Project Office in Nairobi, which is under the ILO Country Office (CO) for East Africa Dar Es Salaam and working closely with the ILO Decent Work Technical Support Team for Eastern and Southern Africa (DWT-Pretoria). The ILO Office for East Africa covering the countries of Tanzania, Kenya, Uganda, Rwanda and Burundi works with the member states governments, social partners – workers and employers organizations to enhance freedom of association, social dialogue, entrepreneurship, skills development, ending child labour, among others. The Office also supports technical cooperation projects in a number of areas related to its mandate in close collaboration with the umbrella organizations for employers and workers.

As a team member of the Project, the incumbent provides para-professional finance and administrative services and is responsible for managing the completion of a range of support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, and will finance, travel and logistics and other operational related areas. Work involves the use of the enterprise resource planning (ERP) system. She or he ensures the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The position holder evaluates, anticipates needs, determines priorities and provides inputs into the design and development of improved finance and administration support services and delivery processes. Work assignments are carried out under minimum supervision with the incumbent operating with a high degree of independence in delivering and evaluating the finance and administration services provided. Work is reviewed for feasibility of recommendations and impact of end results. 

Reporting line

Under the overall responsibility of the Director, ILO Country Office, Dar es Salaam and under the direct supervision of National Programme Coordinator, the incumbent will be responsible for the timely completion of finance and administration support services in a range of Finance and Administrative areas encompassing general administration and office support, travel and logistics and other operational areas. S/he shall evaluate and follow up on service provision to ensure optimum delivery in compliance with applicable standards; as well as ensure strategic and efficient management of project financial resources within the Donor expectations and ILO requirements.
The incumbent is expected to effectively cooperate with CO – Dar es Salaam, including with Programming Unit, as well as with the Decent Work Team/ Pretoria, LABADMIN/OSH (technical and development cooperation units) LABOURLAW and other Technical Specialists of the ILO.

Internal contacts are with staff and managers in field offices, project locations and headquarters to enlist support and cooperation and to provide advice for the resolution of complex issues in compliance with applicable standards. Contacts are also to coordinate activities with other units for the delivery of interrelated services. 

External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), embassies, permanent missions and concerned authorities to coordinate and resolve pending issues and seek opportunities for synergies and process improvements aiming at quality and cost effectiveness.
This position will be based in Nairobi.
 

Description of Duties

Financial

• Review and verify financial reports basing on ILO rules and USDOL Management and Procedures Guidelines (MPGs) and closely monitoring reported expenditures as a basis for budgetary control in respect of approved budgets.
• Prepare on a monthly basis, expenditure reports related to OFCs received by the projects for the purposes of close monitoring and ensuring that expenditures do not exceed approved allocations.
• Maintain petty cash book and/or records for recording of financial data pertaining the petty cash account
• Prepare payment requests for staff travels allowances and for payments to suppliers
• Prepare payment requests for seminar advances and ensure their prompt accountability, maintaining proper and accurate records for facilitating, reconciliation of the GL Account in order to ensure prompt clearance of outstanding items
• Submit timely replenishment requests to imprest Accounts office to ensure consistent availability of sufficient funds for timely implementation of a wide range of activities under the project
• Advise the National Programme Coordinator on all aspects of Accounts and financial control procedures in order to ensure compliance with ILO financial rules and regulations and USDOL MPGs
• Prepare responses in respect of Accounting and Audit queries that may be raised by the verification unit of the Regional Office in Addis Ababa
• Perform any other duties as may be assigned to her/him by the Director of the ILO office, Dar es salaam and the National Programme Manager

Administrative

• Process Duty and VAT exemptions for purchase of goods and services by ILO technical cooperation projects
• Provide administrative support services such as Hotel booking and ticket reservations and/or confirmations related to ILO travel arrangements
• Assist in office Transport coordination, arrange fuel replenishments, maintain records on car services and ensure good maintenance of office equipment
• Assist in any other administrative and personnel chores related to human resources and office administration e.g maintaining staff leave records, purchase of stationery etc.
• Perform any other duties as assigned by NPC

Required qualifications

Education

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

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 an official language (English). Working knowledge of another official language of the Organization or an official national language of the duty station.

Competencies

• Knowledge and Competencies (technical and behavioural)
• 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.
• Ability to search and retrieve information from databases and compile reports. Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Ability to deal with confidential matters with discretion. May need supervisory skills.

APPLY

Application deadline (midnight local time Nairobi, Kenya): 16 February 2021