Grade: G6
Vacancy no.: DC/COLOMBO/GS/2023/07
Publication date: 26 June 2023
Application deadline (midnight local time): 7 July 2023
Job ID: 10980
Department: RO-Asia and the Pacific
Organization Unit: CO-Colombo
Location: Colombo
Contract type: Short Term
Contract duration: 8 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 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 short-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 Rupees2,544,236.-yearly.
Entrepreneurship and private sector development are the engines of growth, innovation and prosperity. Moreover, in the context of pandemic recovery strategies, entrepreneurship can be a vital mechanism of fostering resilience and enabling an escape out of poverty. In developing countries, around 90 per cent of jobs are created through entrepreneurship. Yet many jobs are of poor quality and are informal, resulting in misconceptions and cultural barriers to pursing entrepreneurship for many segments of society in Sri Lanka and Nepal. As a result, this often traps youth into aspiring for limited public sector jobs rather than unleashing their talents, skills and dynamism into high value entrepreneurial activities.
The ILO together with the US Department of State is launching a project to promote entrepreneurship in Sri Lanka and Nepal. The purpose of the South Asia Leadership in Entrepreneurship (SALE) project is to promote entrepreneurship as a desirable career option for youth, discarding the traditional ambitions of young graduates of public sector employment. Working with local institutions, SALE will encourage entrepreneurship and an enabling environment for business. Focusing especially on the digital economy and e-commerce SALE will support youth’s entry into this sector, and provide them with training and raise awareness of the opportunities this sector offers through campaigns, competitions and mentoring programs.
Working with employer’s organisations, and relevant government institutions SALE will encourage entrepreneurship and an enabling environment for business. Focusing especially on the digital economy and e-commerce SALE will support youth’s entry into this sector, and provide them with training and raise awareness of the opportunities this sector offers through campaigns, competitions and mentoring programs. SALE will complement these activities with English language programs, focusing on business English, entrepreneurial culture and good governance. SALE will also engage with junior and mid-level civil servants to raise their awareness of the contribution of private sector towards the national economy and the supportive role government and public administration can play to create an enabling environment for business.
Reporting lines:
The Senior Programme Assistant will work under the direct supervision of the SALE National Programme Coordinator (NPC).
1. Assist CTA and NPC in monitoring budget, expenditures and administrative matters, including the planning and preparatory work of the project’s work programme.
2. Monitor status of project implementation and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of programme and/or project outcomes and deliverables and inform the supervisor of any discrepancies.
3. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the project, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
4. Prepare and process financial transactions, including contracts , travel requests, purchase orders, and requisitions, external payment authorizations, and others as may be necessary. Processing vouchers and financial clearance for the project activities.
5. Input complete data and process financial/administrative actions on project delivery in Integrated Resource Information System (IRIS) of ILO and other budget and project monitoring data bases. Prepare monthly financial reports of the project.
6. Provide advice and support on financial and administrative matters to the project staff where necessary, including finance systems and processes. Ensure compliance with ILO procedures and intervene as required. Assist in the preparation of financial reports and documents.
7. Follow-up on financial and administrative matters with project partners, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, drafting contracts, processing start-up of action programmes and other required administrative actions.
8. Provide secretarial and administrative support for the organization of seminars, workshops, meetings and other events, including preparation of invitation letters and other documents for meetings as well as logistical arrangements.
9. Make travel arrangements, hotel reservations and prepare travel authorizations/claims, compile, calculate and prepare cost estimates and documents for missions of the project staff.
10. Maintain and update project databases, including project information relating to the budget, expenditures and status of on-going contracts. Set-up and maintain an orderly filing system for the project. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.
11. Receive and assist visitors, screen telephone calls and correspondences, maintain project calendar, arrange meetings as necessary. Respond to requests for general information on programme and/or project related matters.
12. Make arrangements for the procurement, shipment, and receipt of office and project supplies, equipment and materials.
13. Keep the project staff abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.
14. Keep the project staff abreast of developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.
15. Provide general office management support, including attending meetings and drafting correspondence.
16. Perform other relevant duties as assigned by NPC, CTA or ILO Country Director.
Completion of secondary school education. Professional/vocational education or Training in accounting or finance.
Minimum of six years of operational or administrative support work experience, the majority of which in the provision of financial operations support services. Experience of working with ILO administrative procedure and IRIS is preferred.
Excellent command of English and Sinhala is required, both written and spoken.
• Good knowledge of financial administration, accounting techniques, local taxation and banking methods.
• Good knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
• Good ability to interpret project information and to identify and analyze problems with implementation
• Ability to communicate effectively both orally and in writing. Ability to clarify information
• Demonstrate collaborative and teamwork experience and ability to work effectively with a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes as well as work on his/her own initiative
• Ability to work independently, quickly, precisely, and take initiative and responsibility
• Ability to work under pressure and to meet the deadline
• Knowledge of the substantive nature of ILO programmes and activities.
• Knowledge of UN Common System policies in the area of finance.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
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:
• Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Accuracy and attention to detail.
• Sense of responsibility to maintain data integrity.
• Ability to coordinate the work of support staff.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website (https://jobs.ilo.org). 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.