Back Finance and Administrative Assistant

Grade: GS-6

Vacancy no.: PORT OF SPAIN/DC/NOC/047/2024
Publication date: 1 October 2024
Application deadline (midnight local time): 15 October 2024

Job ID: PORT OF SPAIN/DC/NOC/047/2024
Department: Operations
Organization Unit: Decent Work Team and Office for the Caribbean
Location: Belize
Contract type: Fixed term

Contract duration: One year with a possibility of extension

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 may only offer a contract to persons who have a valid residency status and work permit in Belize.

  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 47337 (BZD) per annum.

  Introduction

  The project will promote local economic development (LED) in a participatory planning approach, involving persons in rural and indigenous communities, and particularly women and youth, while integrating the development of skills and entrepreneurship competencies and mainstreaming gender and environmentally sustainable practices to address the needs and challenges of communities. Project implementation will be in Toledo District, including some activities in Stan Creek.

  The Project Finance and Administrative Assistant provides administrative and finance support to the project, ensuring that the project is moving forward on time and on budget.

  As a member of the project team, the Project Finance and Administrative Assistant is responsible for performing, completing and/or overseeing administrative and financial management support services in an efficient, effective, and client-oriented manner.

  Reporting Lines

  The position works under the supervision of the Project Coordinator. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services within processing timelines. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence. Work is reviewed for feasibility of recommendations and correctness of end results. Work involving the handling of complex and intricate finance-related matters including those affecting other related activities of the work unit is also reviewed.

  📚 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!

  Main duties and responsibilities

  1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
  2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments. Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
  3. Prepare correspondence on own initiative to verify data, address and answer queries and follow up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.
  4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
  5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices, and claims invoices. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
  6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance. Ensure follow-up and maintain records.

     Main duties and responsibilities (continued)

     8. Consult with Finance Unit and project team on rules, regulations and procedures and inform project staff, partners and consultants of new or revised procedures and practices.

     9. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparations, audits or other reasons. Provide administrative support, when necessary, in the preparation and running of project workshops, meetings and missions.

     10. Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances. Liaise/Request services from other work units inside or outside the office for completion of tasks.

     11. 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 six (06) years of progressively responsible financial and administrative work.

     Languages: Excellent knowledge of English and good working knowledge of Spanish. Knowledge of Q'eqchi and/or Mopan will be considered an asset

     Education

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

     Experience

     At least six (6) years of progressively responsible financial and administrative work.

     Languages

     Excellent knowledge of English and good working knowledge of Spanish. Knowledge of Q'eqchi and/or Mopan will be considered an asset.

     Competencies

     In addition to the ILO core competencies, this position requires:
     
     Technical

     • 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.
     • 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 deal with people with tact and diplomacy.
     • Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

       Behavioural
       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. 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.