Senior Finance and Administration Assistant

Grade: G6

Vacancy no.: DC/ADDIS ABABA/GS/2024/04 Publication date: 15 May 2024 Application deadline (midnight local time): 28 May 2024

Job ID: 11979 Department: RO-Africa Organization Unit: CO-Addis Ababa Location: Addis Ababa Contract type: Fixed Term

Contract duration:

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.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

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.

1. Introduction

Setting adequate wages: a focus on agriculture (SAW-A) project promotes the setting of adequate wages in agriculture through statutory minimum wages and/or collective bargaining as a means to enable decent living standards for workers and their families, while at the same time ensuring the sustainability of enterprises which create the jobs for these workers. As many workers in agriculture are independent workers, the project also seeks to explore how interventions on different economic factors, including measures to increase productivity, might be combined to raise their labour incomes.

Wage-setting mechanisms and institutions are weak in Ethiopia. The government has not yet adopted a national minimum wage and collective agreements are rare. The capacities of the constituents must be built and strengthen in the domain. The project will accompany this process through studies, training and awareness initiatives.

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Low productivity is also one important reason why wages and labour incomes are often low in agriculture. This is particularly the case in the informal economy, where the vast majority of enterprises are micro and small units, and where productivity is on average much lower than in the formal economy. A high incidence of informality also represents one of the most significant challenges to productivity growth. Hence, the project strategy will go beyond the realm of wage-setting mechanisms alone and include consideration of economic factors, such as measures to raise productivity. The project seeks to identify macroeconomic factors and institutions that enable sustainable wage and/or labour income growth and supports measures to raise productivity among enterprises and independent workers in the agricultural supply chains. The project also explores what the concept of a living income could mean for self-employed workers, like smallholder farmers, who do not earn a wage, but seek to cover their needs by selling their goods and services on the market. The question of the demand for more sustainable products or trading practices will also be raised as a lever for higher wages and labour incomes in producing countries.

2. Reporting line

The incumbent of the position will work under the direct supervision of SCORE and WAGE National Project Coordinator. The incumbent will also work in close collaboration with Siraye Programme Finance and Admin Officer.

3. Main duties and responsibilities:

The incumbent will be responsible for the timely completion of finance and administrative support services in a range of areas encompassing general administration and office support, travel, logistics, financial monitoring, reporting and other operational areas.

S/he shall evaluate and follow up on service provision to ensure optimum delivery in compliance with ILOs applicable standards; as well as ensure strategic and efficient management of project financial resources within the donors' expectations and minimum ILO requirements. The specific duties are as follows

• Perform a range of specialised finance support functions and services for operational and payment-related work, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
• Keep abreast of financial and administrative rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties. Monitor expenditure and budget allocations, updating information on project accounts and informing supervisors when funds need to be replenished as per the financial rules.
• Maintain and update project spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports, and extract and compile financial data. Prepare detailed cost estimates and present information on the status of financial resources of the projects to support analysis, budget revisions, and reporting needs.

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• Respond to requests for general information and routine queries on status of payments and other budgetary issues of both projects. Review and request additional information on the financial reports of projects' implementing partners, ensuring compliance with ILO rules, before submitting to the CO-Addis Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
• Undertake and complete a range of administrative and operational support services. Contribute to the smooth and efficient functioning of the work of project teams by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.
• Maintain the official travel plan of the projects. Make travel and accommodation arrangements for officials, coordinate visa and security requirements, and process administrative transactions.
• Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

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• Coordinate and provide 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 upon the implementation of decisions.
• Perform and/or coordinate other general administrative and financial duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters. Actively follow up on timely settlement of utility bills and cost of common services at shared office premises.
• Ensuring timely and accurate quarterly financial reports are prepared including any additional donor financial reports that may be required, in close coordination with CO-Addis Finance Unit. Ensuring proper financial closure of project with the preparation of the final reports and handover of key documents in line with ILOs document retention policies.
• Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
• Perform other relevant duties as assigned by the supervisors and CO-Addis Finance Unit.

Qualification’s requirements: education, language, experience and competencies:

Education

• Completion of secondary school education supplemented by a training in an area related to accounting and/or financeand administrative field from a recognized commercial school or equivalent.

Experience

• Minimum of 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 knowledge and command of English. Working knowledge of Amharic.

Competencies

• Good knowledge of financial administration, accounting techniques, local taxation and banking methods.
• Good knowledge of international accounting standards such as International Public Sector

• Accounting Standards (IPSAS) or other international or national accounting standards.

• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;

• Administrative work, Similar experience with the United Nations Common System or an international NGO is desirable.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.

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• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g., IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to lead a team and manage a heavy workload under time pressure.
• Ability to work in a team and support project team.
• Thorough knowledge and understanding of complex administrative guidelines and procedures as well as the full range of administrative services within support areas such as, Finance and Procurement.

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• Ability to respond to requests and to deal with visitors with tact and diplomacy.
• Ability to search and retrieve information from databases and compile reports.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
• Must display high standards of ethical conduct.
• Accuracy and attention to detail.
• Sense of responsibility to maintain data integrity.
• Ability to coordinate the work of support staff.

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Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.

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

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