Finance and Administrative Officer

About UN-ILO

Job Summary

Generic duties
1. Prepare expenditure forecasts, budget proposals and estimates for all sources of funds.
Assemble and present statistical information. Maintain financial records of allocations,
expenditure control data and reconciliation statements of expenditures for all sources of
funds. Monitor the operations of US dollar and local currency accounts and ensure an
adequate balance of deposits. Keep custody of the accounting records for office imprest
account.
2. Compute payroll for office and project personnel. Execute appropriate payments to staff and
for locally purchased goods and services. Ensure the preparation of monthly imprest reports.
May serve as certifying officer for the disbursement of funds.
3. 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.
4. Responsible for the issuance, processing, control and conservation of documents relating to a
variety of personnel actions, and monitor and ensure that these actions are taken in
accordance with established policies and procedures.
Monitor, process and document transactions concerning staff entitlements, benefits and
privileges, and provide guidance and information to staff on rules, regulations and
procedures concerning conditions of service and on other personnel administrative
issues.
6. Prepare draft vacancy announcements, establish contacts with potential sources of
recruitment, place advertisements, respond to requests for information from potential
candidates and conduct preliminary interviews and skill tests.
7. Brief experts and other officials on financial, personnel and administrative matters.
8. Organise travel plans and arrangements, and calculate and settle travel claims for office
staff or others as appropriate.
9. 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.
10. Expedite customs clearance of goods and personal effects and the processing of
immigration applications and other formalities.
11. Ensure logistical support for seminars, workshops, training sessions and meetings.
12. Monitor the use, safekeeping and maintenance of office records, and advise management
on new or improved office procedures and practices.
13. Maintain liaison on daily administrative matters with local banks, insurance companies,
government agencies, other UN agencies, etc., and attend inter-agency meetings to
discuss issues of common interest.
14. Prepare correspondence on financial, personnel and administrative matters to other
offices or headquarters, and prepare correspondence for the supervisor’s signature to
government officials, international organizations and other outside bodies. Attach
necessary background information, maintain follow-up system, and draw the attention of
the supervisor to matters requiring immediate and/or personal attention.
15. Undertake missions to other offices or to project sites to provide briefing and to resolve
problems of a financial, personnel or administrative nature.
16. Supervise the work of support staff.
17. Perform other duties as may be assigned by the supervisor.

Duties & Responsibilities

Specific Duties
18. Analyze and maintain an overview of the work of the office to ensure that timely
administrative support is provided in general and particular areas.
Advise and assist senior staff with office management. Arrange for and attend meetings
on administrative matters. Participate in discussions of new or revised procedures and
practices, interpret and assess the impact of changes and make recommendations for
follow up action.
20. Coordinate and supervise activities related to administrative services of the office. Brief
and train new office- and project-based administrative staff, review and evaluate the
work of lower level administrative and/or other support staff, and provide guidance on
administrative procedures.
21. Maintain policy, confidential, personnel and/or general administrative files.
22. Maintain contact with ministers, government officials, UN organizations and other
officials, provide first-line protocol services for the office, and liaise with regional, subregional,
area office and headquarters staff on administrative matters.
23. Assist in the recruitment of staff for the office and projects (i.e., draft job descriptions,
evaluate candidate applications, administering entry exams and interviews of candidates
with instruction from the supervisor or the staff he/she delegates the responsibility) and
facilitate the transfer of staff, experts and/or consultants.
24. Guide the project-based administrative/finance assistants in order to assure that the
financial transaction of their projects comply with the financial rules and regulations of
the ILO and those of the respective donors. Supervise and assure the quality of the
financial reports produced by the project teams.
25. Responsible for the issuance, processing, control and conservation of documents relating
to a variety of personnel actions, and monitor and ensure that these actions are taken in
accordance with established policies and procedures.
26. Monitor, process and document transactions concerning staff entitlements, benefits and
privileges, and provide guidance and information to staff on rules, regulations and
procedures concerning conditions of service and on other personnel administrative
issues.
27. Participate in the training of General Service staff for general and specific work, and
assign General Service staff to meet work requirements. (As applicable to certain area
offices).
28. Search for and prepare administrative related briefing materials for the supervisor for use
on official trips, special meetings and for action. Collect, solicit and coordinate briefing
materials for the supervisor’s missions and meetings, ensuring that submission timetables
are adhered to. Select and make pertinent abstracts and undertake searches for
information.

Job Requirements

Education - First level university degree in finance, accounting or business administration.
MBA, CPA or any other relevant professional qualification would be an asset.
Experience - At least one or two years of professional experience at the national level in
financial management and business administration. Prior working experience in the UN or
international organisations would be an asset.
Languages - Excellent command of English and the working language of duty station.
Competencies - Knowledge of the office’s financial, administrative and personnel rules,
regulations and procedures. Knowledge of national/local laws and regulations as pertinent to the
areas of responsibility. Knowledge of the office’s programming matters and activities. Ability to
interpret administrative information, to identify and analyze problems, and to understand the
different components and how they inter-relate. Good drafting skills. Ability to communicate
effectively both orally and in writing. Ability to clarify information. Good computer applications
skills. Proven ability to deal with confidential and sensitive matters. Organizational skills.
Ability to work on own initiative as well as a member of a team. Ability to deal with people with
tact and diplomacy. Must display a high standard of ethical conduct and exhibit honesty and
integrity. Ability to supervise staff.
Conditions of

Submission Guideline

Application process:
Interested candidates are requested to send their applications to the Regional Human Resources
Unit, International Labour Organization via e-mail by 13 March 2015.
Only candidates under positive consideration will be notified. Short-listed candidates will be
invited for interview.
The ILO values diversity among its staff.
We welcome applications from qualified women and men, including those with disabilities.

Functional Area

Administrative

Countries

Submission Email

Kabul_recruit@ilo.org

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