Back Project Finance and Administrative Assistant

Grade: G5

Vacancy no.: BEY/DC/2023/27
Publication date: 22 September 2023
Application deadline (midnight local time): 06 October 2023

Job ID: 11271
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Amman
Contract type: Fixed Term

Contract duration: 12 months (Renewable subject to availability of funds)

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. The entry level salary for this position is 16767 (JOD) yearly.

  Introduction

  Working in Freedom in Jordan’s QIZs: supporting fundamental labour rights through the Al-Hassan Workers’ Center, is a technical cooperation Project. The Project is supported by the United States Department of Labor (USDOL), Bureau for International Labor Affairs, Office of Trade and Labor Affairs.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  The Workers' Centre Project was initiated by ILO under the Better Work Jordan programme in 2012 with a Center established in 2014 in Al Hassan Industrial Zone in Irbid Governorate as the first center in Jordan to provide a mix of social, health, and empowerment opportunities for migrant garment workers. Since the start of operation, services in the center have grown to serve 1,000 workers per month. The target group includes male and female workers coming from Bangladesh, India, Sri Lanka, Myanmar, Madagascar, Nepal, Pakistan and China who are employed in factories producing apparel for American and Israel brands. The Workers' Center intends to contribute to improving the well-being of workers by providing them with a safe space where workers can meet and socialize and by giving them access to key services, trainings and organizing opportunities including legal and economic capacity to advocate for themselves, physical and mental health, skill levels and career advancement. The role of Project Finance and Administrative Assistant is crucial to fulfill administrative and financial tasks to ensure the smooth operational support to the Workers’ Center.

  Reporting lines

  The position reports directly to the Project Coordinator. The incumbent will carry out both administrative and financial tasks within the policy and procedural requirements established by the ILO, as well as any specific requirements from the donor (USDOL) to support the overall activities of the project.

  Description of Duties

  Project Administration

• Serve as focal point for administrative/programming coordination of project implementation, involving liaison with Workers’ Center in Irbid, ILO Amman office and at Regional Office, Beirut, to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
• Provide general Office/Project assistance, handles routine administrative tasks, advice, and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, taking notes at meetings/seminars and extend translation support to the Project Coordinator as per requirement.
• Collect information, on subject matter activities of the area. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
• Compile, summarize, and enter data on project delivery and record/register/control plans on the status of projects at each project cycle and programming activities for monitoring and evaluation purposes.
• Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with ILO and Donor’s requirements.
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials.
• Support Workers’ Center Association to comply with legal requirements as part of building its capacity.

  Description of Duties (continued)

  Finance:

• Assist the supervisor in monitoring and maintaining a central filing system using ILO corporate ERP and document management tools, for all financial records ensuring the completeness and accuracy of records in the correct database.
• Classify and assign budget codes, verify and process payment claims, and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions.
• Support the project team on procurement process and ensure fair procurement of goods and services as in line with ILO guidelines.
• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

  Description of Duties (continued)

  General:

• Liaise with technical focal points in Jordan and Regional offices on matters relating to admin, finance and procurement.
• Present at Workers’ Center on Friday’s as and when required to support the Center activities on basis of availing alternative weekly off.
• Perform other relevant duties as assigned.

  Required qualifications

  Education

  Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

  Experience

  At least five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

  Languages

  Excellent knowledge of English and Arabic.

  Competencies

• Knowledge of financial administration and/or accounting techniques.
• Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.

  In addition to the ILO core competencies (Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration), this position requires: