Grade: G6
Vacancy no.: DC/LUSAKA/GS/2024/01
Publication date: 7 February 2024
Application deadline (midnight local time): 20 February 2024
Job ID: 11625
Department: RO-Africa
Organization Unit: CO-Lusaka
Location: Lusaka
Contract type: Fixed Term
Contract duration: 1 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:
*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who is a Zambian national.
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 K 460,227 (currency) yearly.
The core challenge for social protection in Africa is to extend coverage to workers in the rural and informal economy. It is estimated that effective social protection coverage (including both contributory and non-contributory) represents only 17% of the total population and only 13.9% of the African working population. This figure reflects partly social insurance coverage (mainly of public and private sector employees), and partly statutory non-contributory social protection programmes. Only source: % of vulnerable populations in Africa receive non-contributory cash benefits. Although universal health coverage is one of the main priorities of several governments, social health protection remains extremely limited. In the countries of focus of the new Partnership Programme, SDG 1.3.1 ranges from 13.4 per cent in Mozambique, 21.3 per cent in Malawi and 24.6 per cent in Zambia (Source: ILO, Africa Regional Social Protection Strategy, 2021-2025).
The programme includes two phases of the Irishaid Partnership, GLO/22/31/IRL and RAF/17/53/IR and focuses on the double objective of extending coverage and increasing social protection financing in a sustainable and inclusive way. This involves facilitating national dialogue processes to identify coverage and financing gaps in, and barriers to, protection for workers and employers, especially those most at risk of being left behind, as well as defining national policy and financing strategies to close those gaps. It will strengthen the integration and coherence between contributory and non-contributory schemes as well as coordination with social, economic and fiscal policies. It also requires raising awareness to generate the political will among politicians and policymakers to prioritize social protection, including Ministries of Finance, as well as development banks and private sector investors, workers and employers’ organizations, other relevant stakeholders, and civil society. The project will also strengthen Partnerships with governments, social partners, UN and IFIs, bilateral cooperation, public development banks, private investors, other stakeholders, and civil society. The project is implemented in 4 countries (Zambia, Malawi, Mozambique, Viet Nam) with a cross regional/global component – the coordination and learning Hub - based in Lusaka.
In this context, the International Labour Organization (ILO) seeks to recruit a Finance and Administration Assistant based in Lusaka to support the ILO-IRISHAID programme implementation in Zambia and in the other implementing countries, including Malawi, Mozambique and Viet Nam. The FAA will be working in a project team consisting of international and national experts and will be based in Lusaka, Zambia. The FAA, as part of the Coordination and Learning Hub based in Lusaka, will work closely with all the implementing countries as well as with relevant departments at the Head Quarters of the ILO in Geneva including SOCPRO, PARTNERSHIP and BUDDC.
Reporting lines:
Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique, the Senior Finance and Administrative Assistant will report to and work under the direct supervision of the Social Protection Project Manager. S/he will receive guidance and work in close collaboration with the Finance Unit in CO-Lusaka, mainly the Operations Officer and Sr. Finance Assistant.
1. Support the effective implementation of Irishaid projects GLO/22/31/IRL and RAF/17/53/IRL. Initiate, process, review and follow up on administrative actions. Ensuring timely and efficient tasks related to budgetary management, financial, and administrative execution, in accordance with project agreements and ILO financial rules and regulations, policies, procedures and applicable standards.
2. Assist in preparing project budgets and revising project budgets for activities and expenditure forecasts, guiding project management in monitoring project funds and maintaining internal financial controls.
3. Collect quotations, prepare Purchase Orders (POs) in ILO’s ERP system, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts, ensuring compliance with ILO rules and timely financial responsibilities towards third parties.
4. Process contracts for financial clearance and payments. Assist in drafting terms of reference for external collaboration and service contracts, ensuring all necessary supporting documents are attached under supervisor guidance. As well as ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
5. Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO’s ERP system, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops; provide training to partners if required.
6. Classify and assign budget codes, process claims for payment, and verify payment vouchers, prices, and invoices.
7. Provide administrative and financial backstopping and guidance for project staff and consultants, including payments, entitlements, and travel claims, while maintaining various official records and files.
8. Work closely with Programme and Finance Units in CO-Lusaka on Office Financial Clearance, External Payment Authorization, and Budget Revisions for project-related activities.
9. Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, and other daily transactions and reports.
10. Participate in drafting correspondence, responding to queries from stakeholders, and providing information for program implementation. Assist in preparing recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons ensuring compliance with ILO rules and regulations.
11. Arrange and participate in the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises.
12. Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request.
13. Perform other relevant operational duties of the project as assigned by the Supervisor.
Completion of secondary school education with formal training in accounting and/or finance from a recognized commercial school or equivalent.
At least Six years of progressively responsible financial and administrative work, and some training in an administrative field. Experience with an enterprise resource planning (ERP) system, in particular finance modules.
Experience work in donor funded projects with the UN system, or an International NGO, including experience in finance and administration supporting development projects focusing on the ILO Decent Work thematic areas including social protection an advantage.
Excellent command of English.
• Knowledge and understanding of a complex body of financial and administrative rules, guidelines, and procedures.
• Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
• 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 clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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 clarify information.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviours and attitudes.
Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.
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.