Grade: G5
Vacancy no.: DC/PRETORIA/2022/GS/01
Publication date: 24 October 2022
Application deadline (midnight local time): 18 November 2022
Job ID: 9774
Department: RO-Africa
Organization Unit: DWT/CO-Pretoria
Location: Pretoria
Contract type: Fixed Term
Contract duration: 12 months
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:
*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status and work permit in South Africa.
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.
The Expanded Public Works Programme (EPWP) in South Africa is a nationwide programme which makes systematic use of public expenditure to boost productive employment and to develop marketable skills among Women, Youth, and People with Disability thereby contributing to the national goal of alleviating poverty. The EPWP provides work opportunities to the poor and unemployed and in the process contribute to social protection for the marginalized communities in the short to medium term. Part of the strategy of the EPWP is to increase the labour intensity of government infrastructure projects through the use of employment intensive work methods (in the delivery and maintenance of infrastructure) in a bid to stimulate the creation of employment opportunities and inject cash into the local economy in the form of wages.
The national Department of Public Works and Infrastructure (DPWI) has overall coordination for the EPWP. The ILO has a collaboration with the DPWI to provide technical advisory support to the EPWP
Reporting lines
Under the overall supervision of the Director ILO Decent Work Team and Country office for South Africa, Botswana, Lesotho and Eswatini (DWT/CO Pretoria), the Finance and Administrative Assistant (FAA) will work under the direct supervision and guidance of Chief Technical Adviser (CTA) of the project.
The FAA will primarily provide support the EPWP team at national and extended support to the team in Polokwane. The EPWP team works embedded within the National Department of Public Works and Infrastructure. Therefore, although the FAA will be mainly based at the ILO Pretoria Office, will also work with the broader EPWP Branch partners.
The FAA will support the Chief Technical Adviser and other team members in all finance and administrative tasks, for smooth preparatory works and successful implementation of the project, and in particular:
1. Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects
2. Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system-IRIS, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules
3. 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. In addition, monitor the project expenditure and after consultation with the Chief Technical Adviser prepare budget revisions as necessary.
4. Calculate and compile cost estimates and projected budget requirements and assist in the preparation of budget statements for the area of assignment. As well as Consulting on Financial rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices
5. Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor. As well as ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
6. Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system- IRIS, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops
7. 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
8. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit in DWT/CO Pretoria. In addition, prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts.
9. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices. Maintain, update and transmit the inventory records of non-expendable equipment.
10. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. In addition, maintain various official records and files.
Completion of Secondary school education plus formal training in accounting, finance or business administration from a recognized commercial school or equivalent.
At least Five years of progressively responsible financial and administrative work experience and some training in an administrative field. Experience in donor funded projects and with the UN system or an International NGO and in addition to experience of working with an enterprise resource planning (ERP) system is an advantage.
Excellent command of English and good working knowledge of another official language of the duty station.
Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.
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
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.
This vacancy is archived.