Grade: G6
Vacancy no.: DC/LILONGWE/GS/2022/14
Publication date: 18 July 2022
Application deadline (midnight local time): 1 August 2022
Job ID: 8867
Department: RO-Africa
Organization Unit: CO-Lusaka
Location: Lilongwe
Contract type: Fixed Term
Contract duration: 1 year
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 are Malawian nationals.
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 entry level salary for this position is MK 12,098,000 (Malawian Kwacha) yearly.
Youth unemployment and underemployment is a significant and growing problem in Côte d’Ivoire, Madagascar and Malawi, particularly in rural areas. The formal private sector creates few jobs, and vocational training institutions do not adequately prepare their graduates for the existing positions. The most likely option for youth is a job within the informal sector which is low-paying and often precarious. Opportunities for self-employment are similarly limited and show reduced economic productivity due to a lack of training in enterprise management and poor access to finance.
With support from the International Fund for Agricultural Development (IFAD) the International Labour Organization (ILO) is leading the implementation of the project ProAgro YOUTH: Support to integrated agribusiness hubs in Malawi. The project's overall goal is to increase decent self and wage employment for rural youth through integrated agribusiness hubs. The two main objectives of the two-year project are (1) to develop sustainable agricultural capacities of rural youth through sustainable and innovative agribusiness hubs and (2) to generate empirical evidence of the developed and tested integrated agribusiness hub models to inform policy to drive scaling up the models to create jobs for youth. To reach these objectives, ProAgro YOUTH will provide young people with the skills needed to access employment or start their business and support enterprise and value chain development so that the private sector can grow and provide more and better jobs.
Reporting Lines:
Under the overall responsibility of the Country Director for Zambia, Malawi and Mozambique (ILO CO-Lusaka), the Finance and Administrative Assistant (FAA) will work under the direct supervision of the National Project Coordinator (NPC) of ProAgro YOUTH Malawi. S/he will receive guidance and work in close collaboration with the Finance Unit in CO-Lusaka, mainly the Sr. Finance Assistant and the Operations Officer.
1. Undertake and complete a range of specialized finance support functions and services. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
2. 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
3. Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system, 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
4. 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
5. Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance and Budget Revisions for project-related activities
6. 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.
7. 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, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops; provide training to partners if required
8. 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
9. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
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.
11. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons ensuring compliance with ILO rules and regulations
12. Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request.
13. Perform other duties as assigned by the Supervisor
Completion of secondary school education supplemented by a formal training in Accounting and/or Finance preferably from a recognized commercial school or equivalent.
Six years of progressively experience financial and administrative work, and some training in an administrative field. Experience working with an enterprise resource planning (ERP) system, in particular finance modules and experience in donor funded projects and with the UN system is a strong advantage.
Excellent command of English and good working knowledge of another language of the duty station.
• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• 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.
• 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 clarify information.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviours and attitudes
ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGE.
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.