Senior Finance and Administrative Officer

Organizational Context

The ILO seeks to recruit the services of a Senior Finance Officer in Addis Ababa for the implementation of the ILO “Better regional migration management” (BRMM) Project financed by the UK Government Foreign Commonwealth and Development Office (FCDO) and “Free Movement of People and Transhuman phase II (FMPT) ” financed by the EU. The overall objective of the BRMM project is to strengthen the capacity of countries in East Africa and Horn of Africa to govern labour migration by using evidence-based policies, enhance migrant workers’ qualifications and skills, and actively engage the social partners. The BRMM Project Phase II will build on the work carried out by BRMM Project Phase I and cover 3 inter-related components of intervention, namely: I. Labour migration policies and programmes that support productive migration in East Africa and Horn of Africa are evidence-based and gender sensitive; II. Labour migration governance is more equitable and effective recognizing skills and facilitating social inclusion and decent work; III. Labour migration governance is strengthened through being more inclusive of social partners. The overall objective of the Free Movement of People and Transhuman phase II (FMPT) is for IGAD Secretariat, IGAD Member States and Social Partners put in place and implement appropriate legislations, policies, systems, practices to advance decent employment opportunities for citizens particularly youth, women and migrant workers and facilitate regular labour migration in and from the IGAD region. With the ambit of this overall objective, the program will have four specific objectives namely: I. Youth, Women, migrants and other vulnerable groups in the IGAD Region have access to decent employment opportunities II. Potential Migrants and Migrant workers in and from the IGAD Region have improved opportunities for regular labour migration III. Effective and inclusive national and regional social dialogue systems and practices are institutionalized and strengthened in the IGAD region IV. Migrant workers and workers in the rural and informal economy have improved coverage by social security systems. Under the overall responsibility of the Director of the of the ILO Country Office in Addis Ababa, the incumbent will work under the direct supervision of the project CTAs and technical guidance from ROAF and CO Finance office. The Senior Operations Officer is responsible for the overall financial, administrative, and operational management of the project. The role ensures compliance with ILO financial regulations and supports timely and effective delivery of project activities.

Job Purpose

The ILO seeks to recruit the services of a Senior Finance Officer in Addis Ababa for the implementation of the ILO “Better regional migration management” (BRMM) Project financed by the UK Government Foreign Commonwealth and Development Office (FCDO) and “Free Movement of People and Transhuman phase II (FMPT) ” financed by the EU. The overall objective of the BRMM project is to strengthen the capacity of countries in East Africa and Horn of Africa to govern labour migration by using evidence-based policies, enhance migrant workers’ qualifications and skills, and actively engage the social partners. The BRMM Project Phase II will build on the work carried out by BRMM Project Phase I and cover 3 inter-related components of intervention, namely: I. Labour migration policies and programmes that support productive migration in East Africa and Horn of Africa are evidence-based and gender sensitive; II. Labour migration governance is more equitable and effective recognizing skills and facilitating social inclusion and decent work; III. Labour migration governance is strengthened through being more inclusive of social partners. The overall objective of the Free Movement of People and Transhuman phase II (FMPT) is for IGAD Secretariat, IGAD Member States and Social Partners put in place and implement appropriate legislations, policies, systems, practices to advance decent employment opportunities for citizens particularly youth, women and migrant workers and facilitate regular labour migration in and from the IGAD region. With the ambit of this overall objective, the program will have four specific objectives namely: I. Youth, Women, migrants and other vulnerable groups in the IGAD Region have access to decent employment opportunities II. Potential Migrants and Migrant workers in and from the IGAD Region have improved opportunities for regular labour migration III. Effective and inclusive national and regional social dialogue systems and practices are institutionalized and strengthened in the IGAD region IV. Migrant workers and workers in the rural and informal economy have improved coverage by social security systems. Under the overall responsibility of the Director of the of the ILO Country Office in Addis Ababa, the incumbent will work under the direct supervision of the project CTAs and technical guidance from ROAF and CO Finance office. The Senior Operations Officer is responsible for the overall financial, administrative, and operational management of the project. The role ensures compliance with ILO financial regulations and supports timely and effective delivery of project activities. - Provide professional financial management and accounting services, including accounts payable and receivable, payment approvals, external payment authorizations (EPAs), office financial clearance (OFCs), account reconciliations, billing, forecasting, monthly and year-end closing, and financial reporting. - Maintain and monitor financial records, budgets, expenditures, allocations, commitments, and disbursements. Prepare budget analyses, forecasts, reconciliation statements, and management reports to support informed decision-making. - Advise and support project managers, officials, and experts in budget preparation, financial planning, project document revisions, resource utilization, and compliance with internal controls and donor requirements. - Conduct financial and operational analysis, research data, prepare analytical reports, and contribute to project and programme monitoring, reporting, and communications. - Administer and coordinate operational services, including finance, procurement, budget revision, facilities, asset management, information management, security, and related administrative functions, ensuring compliance with applicable policies and standards. - Review procurement requests, support bidding processes, prepare solicitation documents and purchase orders, and coordinate the procurement, maintenance, and safekeeping of office equipment, vehicles, furniture, supplies, and premises. - Maintain project assets, inventories, records, and documentation, ensuring accurate tracking, safeguarding, and compliance with organizational requirements. - Liaise with banks, insurance companies, government authorities, implementing partners, UN agencies, and other stakeholders on financial, administrative, customs, immigration, and operational matters. Represent the office in inter-agency meetings, working groups, and joint initiatives. - Prepare correspondence and information notes on financial, administrative, and operational matters for internal and external stakeholders.

Responsibilities

- Provide professional financial management and accounting services, including accounts payable and receivable, payment approvals, external payment authorizations (EPAs), office financial clearance (OFCs), account reconciliations, billing, forecasting, monthly and year-end closing, and financial reporting. - Maintain and monitor financial records, budgets, expenditures, allocations, commitments, and disbursements. Prepare budget analyses, forecasts, reconciliation statements, and management reports to support informed decision-making. - Advise and support project managers, officials, and experts in budget preparation, financial planning, project document revisions, resource utilization, and compliance with internal controls and donor requirements. - Conduct financial and operational analysis, research data, prepare analytical reports, and contribute to project and programme monitoring, reporting, and communications. - Administer and coordinate operational services, including finance, procurement, budget revision, facilities, asset management, information management, security, and related administrative functions, ensuring compliance with applicable policies and standards. - Review procurement requests, support bidding processes, prepare solicitation documents and purchase orders, and coordinate the procurement, maintenance, and safekeeping of office equipment, vehicles, furniture, supplies, and premises. - Maintain project assets, inventories, records, and documentation, ensuring accurate tracking, safeguarding, and compliance with organizational requirements. - Liaise with banks, insurance companies, government authorities, implementing partners, UN agencies, and other stakeholders on financial, administrative, customs, immigration, and operational matters. Represent the office in inter-agency meetings, working groups, and joint initiatives. - Prepare correspondence and information notes on financial, administrative, and operational matters for internal and external stakeholders.

Work Experience

- Minimum of three years of professional work experience in administrative or operational areas, including in finance. Experience in working with multiple modules of an enterprise resource planning (ERP) system.

Skills

. Good knowledge of financial principles and concepts. . Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office. . Knowledge of project management and the (business) project cycle. . Knowledge of UN Common System policies in the area of administration and operations. . Knowledge of the substantive nature of Organization’s work programmes and activities. . Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution. In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires: . Ability to interpret and work within applicable rules, regulations, policies and procedures. . Ability to adapt quickly to new software and systems. . Analytical skills with ability to make sound judgments and decisions on operational issues. Good drafting skills and ability to prepare analytical reports on a range of operational areas. . Ability to oversee the work of and provide guidance to staff. . A high degree of discretion with sense of responsibility in dealing with confidential matters. Interpersonal skills, tact and diplomacy when dealing with others. . Ability to manage competing priorities. . Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes

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