Back Senior Finance and Administration Assistant

Grade: G6

Vacancy no.: DC/ADDIS ABABA/GS/2024/04
Publication date: 15 May 2024
Application deadline (midnight local time): 28 May 2024

Job ID: 11979
Department: RO-Africa
Organization Unit: CO-Addis Ababa
Location: Addis Ababa
Contract type: Fixed Term

Contract duration:

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.

  📚 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 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.

  1. Introduction

  Setting adequate wages: a focus on agriculture (SAW-A) project promotes the setting of adequate wages in agriculture through statutory minimum wages and/or collective bargaining as a means to enable decent living standards for workers and their families, while at the same time ensuring the sustainability of enterprises which create the jobs for these workers. As many workers in agriculture are independent workers, the project also seeks to explore how interventions on different economic factors, including measures to increase productivity, might be combined to raise their labour incomes.

  Wage-setting mechanisms and institutions are weak in Ethiopia. The government has not yet adopted a national minimum wage and collective agreements are rare. The capacities of the constituents must be built and strengthen in the domain. The project will accompany this process through studies, training and awareness initiatives.

  .

  Low productivity is also one important reason why wages and labour incomes are often low in agriculture. This is particularly the case in the informal economy, where the vast majority of enterprises are micro and small units, and where productivity is on average much lower than in the formal economy. A high incidence of informality also represents one of the most significant challenges to productivity growth. Hence, the project strategy will go beyond the realm of wage-setting mechanisms alone and include consideration of economic factors, such as measures to raise productivity. The project seeks to identify macroeconomic factors and institutions that enable sustainable wage and/or labour income growth and supports measures to raise productivity among enterprises and independent workers in the agricultural supply chains. The project also explores what the concept of a living income could mean for self-employed workers, like smallholder farmers, who do not earn a wage, but seek to cover their needs by selling their goods and services on the market. The question of the demand for more sustainable products or trading practices will also be raised as a lever for higher wages and labour incomes in producing countries.

  2. Reporting line

  The incumbent of the position will work under the direct supervision of SCORE and WAGE National Project Coordinator. The incumbent will also work in close collaboration with Siraye Programme Finance and Admin Officer.

  3. Main duties and responsibilities:

  The incumbent will be responsible for the timely completion of finance and administrative support services in a range of areas encompassing general administration and office support, travel, logistics, financial monitoring, reporting and other operational areas.

  S/he shall evaluate and follow up on service provision to ensure optimum delivery in compliance with ILOs applicable standards; as well as ensure strategic and efficient management of project financial resources within the donors' expectations and minimum ILO requirements. The specific duties are as follows

  • Perform a range of specialised finance support functions and services for operational and payment-related work, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
  • Keep abreast of financial and administrative rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties. Monitor expenditure and budget allocations, updating information on project accounts and informing supervisors when funds need to be replenished as per the financial rules.
  • Maintain and update project spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports, and extract and compile financial data. Prepare detailed cost estimates and present information on the status of financial resources of the projects to support analysis, budget revisions, and reporting needs.

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    • Respond to requests for general information and routine queries on status of payments and other budgetary issues of both projects. Review and request additional information on the financial reports of projects' implementing partners, ensuring compliance with ILO rules, before submitting to the CO-Addis Finance Unit.
    • Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
    • Undertake and complete a range of administrative and operational support services. Contribute to the smooth and efficient functioning of the work of project teams by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.
    • Maintain the official travel plan of the projects. Make travel and accommodation arrangements for officials, coordinate visa and security requirements, and process administrative transactions.
    • Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

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      • Coordinate and provide administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents, presentations, briefing files and related materials. Take minutes and follow upon the implementation of decisions.
      • Perform and/or coordinate other general administrative and financial duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters. Actively follow up on timely settlement of utility bills and cost of common services at shared office premises.
      • Ensuring timely and accurate quarterly financial reports are prepared including any additional donor financial reports that may be required, in close coordination with CO-Addis Finance Unit. Ensuring proper financial closure of project with the preparation of the final reports and handover of key documents in line with ILOs document retention policies.
      • Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
      • Perform other relevant duties as assigned by the supervisors and CO-Addis Finance Unit.

        Qualification’s requirements: education, language, experience and competencies:

        Education

        • Completion of secondary school education supplemented by a training in an area related to accounting and/or financeand administrative field from a recognized commercial school or equivalent.

          Experience

          • Minimum of six years of progressively responsible financial and administrative work experience, and some training in an administrative field. Experience working with an enterprise resource planning (ERP) system, in particular finance modules would be an advantage.

            Languages

            • Excellent knowledge and command of English. Working knowledge of Amharic.

              Competencies

              • Good knowledge of financial administration, accounting techniques, local taxation and banking methods.