Back Administrative and Finance Assistant

Grade: G5

Vacancy no.: BEY/DC/2025/08
Publication date: 08 April 2025
Application deadline (midnight local time): 23 April 2025

Job ID: 12941
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Beirut
Contract type: Fixed Term

Contract duration: One 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:

• 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 43632 (USD) yearly.

  📚 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!

  Introduction

  The ‘PROSPECTS’ Partnership for improving Prospects for host communities and forcibly displaced persons, was launched by the Government of the Netherlands in 2019 in response to forced displacement crises, bringing together the International Finance Corporation (IFC), the International Labour Organization (ILO), the UN Refugee Agency (UNHCR), the UN Children's Fund (UNICEF) and the World Bank. The partnership spans eight countries, namely Egypt, Ethiopia, Iraq, Jordan, Kenya, Lebanon, Sudan, and Uganda.

  Within the framework of the PROSPECTS partnership in Lebanon, ILO’s focus is on enhancing resilience of the country’s crisis-distressed labour market and creating better livelihoods and employment opportunities for both Lebanese host communities and Syrian refugees. It is doing so by promoting the development of market relevant skills (Education and Learning Pillar); enhancing employment placement services and labour market governance, and promoting micro, small and medium sized enterprises as well as sectors, including the agriculture and agri-food with potential for decent job creation (Employment and Economic Inclusion Pillar); and strengthening social protection schemes (Protection Pillar).

  A second phase of the partnership started in 2024 and will last until end 2027, building on strategic areas of intervention and maximizing impact from phase one. In Lebanon, with the improvement of the security situation and formation of a new Government in early 2025, ILO PROSPECTS is launching multiple interventions across the programme’s three pillars. In parallel, the latest developments in Syria have resulted in increased ILO engagement and implementation of activities to support with the recovery efforts and stimulation of the private sector and promotion of livelihoods and decent job creation across the country.

  This surge of activities within both the ILO PROSPECTS Lebanon phase II programme and Syria operations necessitates additional administrative and financial support to reinforce the existing structures. The Administrative/Finance Assistant (GS5) will provide the needed administrative, logistical and financial assistance to ensure a smooth implementation of activities.

  Reporting Lines

  The Administrative and Finance Assistant will work under the direct supervision of the PROSPECTS Lebanon Administrative and Finance Officer in close coordination with the relevant Decent Work Team (DWT) Operations Assistant and under the overall guidance of the PROSPECTS Regional Chief Technical Adviser (CTA) and the Syria Country Coordinator.

  Description of Duties

  For both the PROSPECTS Lebanon programme and Syria operations:

  Administration and operations:

• Create contracts, agreements, and purchase orders in IRIS according to ILO's rules and regulations. This includes preparing required supporting documents such as RFQs, RFPs, comparison sheets, evaluation sheets, required specifications, budget breakdowns, approvals, TORs, and other necessary documentation.
• Assist the project team with the procurement process, ensuring the fair procurement of goods and services in line with ILO guidelines. Ensure effective use of resources and apply value-for-money principles throughout the procurement process and activities to facilitate smooth project implementation in a timely manner.
• Prepare and draft correspondence in both Arabic and English as needed on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts.
• Assist with informal translation of basic documents, including emails, letters, reports, and other official documents, from English to Arabic and vice versa as requested provide interpretation services in English and Arabic during meetings, workshops, field visits, and other events as required.
• Maintain proper soft and hard filing systems (using hard copies only when essential to remain green) for all related documents of the project.

  Description of Duties (continued)

• Draft minutes of meetings for documentation, identifying action items whenever needed.
• Organize logistical and administrative arrangements for activities such as meetings, project events, conferences, workshops, seminars, campaigns, field visits, ceremonies, and other events under the project. Ensure all requirements are arranged in advance, including location, meals, equipment, stationery, transportation, printing materials, and more.
• Submit Travel Requests and Travel Claims in IRIS, and prepare documents needed for missions, including security clearance, visa, tickets, and accommodation.

  Description of Duties (continued)

  Finance tasks:

• Assist Admin and Finance Officer and DWT Operations Assistant in preparing financial plans, budgets, budget revisions, and financial reports (estimates, budgets, resourcing plans/tables, etc) by compiling information and statistics for budgetary and financial updates and reports.
• Track and handle the preparation, review, and processing of payments and receipts for the PROSPECTS programme and Syria operations, including any shared cost POs.
• Monitor, review, and process Implementation Agreement payments, ensuring the submission of cash books, financial reports, and all relevant supporting documents for complete, accurate, and organized documentation in both hard (if needed) and soft copies.
• 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 progressively responsible financial and administrative work. Experience with the UN/international organizations is an advantage.

  Languages

  Excellent knowledge of English and Arabic

  Competencies

• 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.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to evaluate correspondence and inquiries for best course of action.

  Competencies (continued)

• 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.