Grade: G6
Vacancy no.: ABUJA/DC/GS/2023/04
Publication date: 03 November 2023
Application deadline (midnight local time): 17 November 2023
Job ID: 11385
Department: RO-Africa
Organization Unit: CO-Abuja
Location: Abuja
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:
*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.
The project “Support to Free Movement of Persons and Migration in West Africa” aims to maximise the development potential of free movement of persons and migration in West Africa by supporting the effective implementation of the ECOWAS Free Movement Protocols and the ECOWAS Common Approach on Migration.
The specific objectives of the action are to:
(i) Strengthen the capacities of the ECOWAS Commission to lead an intra-regional dialogue on free movement and migration issues and act as a platform for policy development and harmonisation;
(ii) Strengthen the capacities of national institutions in the areas of migration data management and policy development, border management, labour migration management and counter trafficking; and
(iii) Promote the active engagement of Non-State Actors and Local Authorities in information and protection activities for the benefit of migrant and cross-border populations in West Africa.
The Project is implemented by a Consortium of Partners, under the lead of the International Organization for Migration (IOM), in close coordination with the ECOWAS Commission. The International Centre for Migration Policy Development (ICMPD) and the International Labour Organization (ILO) are the two implementing partners.
2. Reporting lines:
Under the overall responsibility of the ILO Country Office Director, CO Abuja, the Finance and Administrative Assistant will report directly to the Project Manager.
1. Analyse, evaluate and monitor a variety of complex financial documents, accounts to identify and investigate anomalies or wrongly posted transactions and to determine corrective action. These may include general ledger accounts, such as: major operating bank accounts; requests for replenishments of field bank accounts; field imprest accounts; development cooperation budgets; payment requests related to the project.
2. Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules financial reporting guidelines, before submitting to the Finance Unit.
3. Assist in monitoring accounts regarding allocations and expenditures and makes adjustments to optimise utilisation of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
4. Prepare detailed cost estimates and budgetary forecasts. Prepare background information, periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections as required and provides information upon request. In addition, participate in the preparation of financial data to be included in Financial Report and Audited Financial statements. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
5. Ensure smooth functioning of the project administration and operation support-related functions in close collaboration with other administrative and operation support staff through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
6. Arrange and participate in 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.
7. Brief and assist international staff, experts and consultants on all aspects of finance and administration related matters. Provide interpretation of financial and administrative rules, regulations and procedures. 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. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
8. Coordinate and performs all the project administrative tasks, including logistical support to the project personnel on travel arrangements (including Travel Transactions (TT) request) in the ILO's ERP system, visas, hotel reservation, etc. and provide logistics and administration arrangements for conferences, seminars, workshops, training sessions and meetings. Including participating in organised meetings or workshops.
9. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
10. Review all incoming correspondence, which requires action: making recommendations regarding the appropriate action to be taken; monitoring deadlines for responses, follow up with various project personnel on the submission of reports and correspondence. 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. Also, prepare correspondence to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the project manager to matters requiring immediate attention.
11. Assist in preparing Purchase Orders (POs) and TTs in IRIS and external collaboration and service contracts. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contract used with each activity, and ensure all necessary supporting documents are attached.
12. Keep abreast of changes to financial rules and regulations, policies, procedures and other developments and provide guidance to staff on financial related matters with the view to building knowledge.
13. Perform other relevant duties as assigned by the Supervisor
Completion of secondary school education with formal training in accounting and/or finance and administrative field
At least six years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in donor funded projects and with the UN system or an International NGO and in addition experience of working with an enterprise resource planning (ERP) system is a strong advantage.
Excellent command of English.
• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Knowledge of operations in an UN organization would be an advantage
• Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviours and attitudes.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.
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.