The International Labour Organization invites applications from suitably qualified candidates to fill the position of Finance and Administrative Assistant for its ILO Somalia Programme.
Under the guidance and direct supervision of the ILO Programme Officer in Somaliland, the incumbent is responsible for supporting and back stopping the activities of the programme in areas where ILO has activities undertaken by UNOPS as per agreed ILA.
TERMS OF REFERENCE
Post Title : Project Finance & Administrative Assistant
Grade/Level : GS 6
Duration : 6 Months (with possible extension)
Organization : International Labour Organization (ILO)
Duty Station : Hargeisa, Somaliland
Closing date : 2nd November 2011
Starting Date: As soon as possible after closing date
Finance Duties and Responsibilities
Manage the partner submissions in terms of all finance and administrative elements for all progress reports, annual reports and other reports as necessary.
Monitor the use, safekeeping and maintenance of office records, and advise management on new or improved office procedures and practices
Prepare correspondence on financial, personnel and administrative matters to other prepare correspondence for the supervisor’s signature to government officials.
Administrative Duties and Responsibilities
Maintain all records covering policy, confidential, personnel and general administrative files.
Prepare correspondence, special reports, notes, evaluations and justifications on general administrative or other related tasks that may be of a confidential nature. Attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention
Provide guidance and information to staff on rules, regulations and procedures concerning conditions of service and on other personnel administrative issues.
Brief experts and other officials on financial, personnel and administrative matters and organize travel plans and arrangements,
Arrange all announcements with regard to contracting undertaken by the ILO and post for local newspapers.
Arrange for 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.
Expedite customs clearance of goods and personal effects and the processing of immigration applications and other formalities.
Ensure logistical support for seminars, workshops, training sessions and meetings.
Maintain liaison on daily administrative matters with local banks, companies, government agencies, other UN agencies and other organizations where ILO’s interests need to be pursued. Attending relevant meetings to ensure ILO’s interests are maintained and known.
Provide training on finance processes, documentation, basic accounting, book keeping, budgeting, procurement and logistics to partner organizations in Somalia
Review and analyze programme and project related documents and reports, maintain a reference system for these documents, and follow up on future programmes and actions.
Undertake field visit to project sites when required to provide briefing and to resolve problems of a financial, personnel or administrative nature.
Under the guidance of the PO advise and update the office on new developments on political situations and operating environment in the area of operations
Monitor staff movement and update them on security matters under the guidance of the PO.
Supervise the work of support staff.
Perform other duties as may be assigned by the supervisor.
Qualification and experience
Degree in business administration, finance, accounting or related field
Minimum of 6 years of progressive experience with NGO in Administration and finance department of which two years should be from an International development organization.
Knowledge and experience of UN system is an asset.
Good computer skills with proficiency in Microsoft office software are required.
Fluency in both written and oral English and Somali; excellent organisational, analytical skills; and communication skills; and good judgment and interpersonal skills. To work effectively with people of different national and cultural backgrounds. Thorough knowledge of modern office procedures.
Ability to work accuracy under time constraints and pressure.
Interview and written examination
Short listed candidates will be required to sit for written test and an oral interview thereafter
2. Closing date for receipt of submissions 2nd November 2011
3. Only short listed candidates will be contacted for possible interview.