Project/Program Finance and Administrative Assistant - G5

Organizational Context

1. Introduction: The Responsible Business Conduct in Africa Project (RBC-Africa) is a regional initiative jointly implemented by five implementing organizations (IOs): the International Labour Organization (ILO), the International Trade Centre (ITC), the Organisation for Economic Cooperation and Development (OECD), the Office of the United Nations High Commissioner for Human Rights (OHCHR) and the United Nations Development Programme (UNDP), with funding from the European Union. The ILO is the administrative and convening agent of this multi-partner action. The project aims to promote responsible business conduct (RBC) among governments, social partners, enterprises, civil society and other stakeholders across 11 countries in Africa—Angola, Cameroun, Côte d’Ivoire, the Democratic Republic of Congo, Ghana, Kenya, Liberia, Namibia, Nigeria, Uganda and Zambia - based on RBC international instruments, including the UN Guiding Principles on Business and Human Rights, the ILO Tripartite Declaration of Principles concerning Multinational Enterprises and Social Policy (MNE Declaration), the OECD Guidelines for Multinational Enterprises on Responsible Business Conduct. To support the implementation of this Project, the ILO is recruiting a Project/Programme Finance and Administrative Assistant under the supervision of the Technical Officer. This position is located in Windhoek, Namibia, where the ILO will perform the role of lead contact agency for the country. 2. Reporting lines: The incumbent will work under the overall responsibility of the Director of ILO/CO-Harare and the direct supervision of the Technical Officer. The incumbent will receive further technical guidance from CO Harare Operations Officer.

Job Purpose

1. Introduction: The Responsible Business Conduct in Africa Project (RBC-Africa) is a regional initiative jointly implemented by five implementing organizations (IOs): the International Labour Organization (ILO), the International Trade Centre (ITC), the Organisation for Economic Cooperation and Development (OECD), the Office of the United Nations High Commissioner for Human Rights (OHCHR) and the United Nations Development Programme (UNDP), with funding from the European Union. The ILO is the administrative and convening agent of this multi-partner action. The project aims to promote responsible business conduct (RBC) among governments, social partners, enterprises, civil society and other stakeholders across 11 countries in Africa—Angola, Cameroun, Côte d’Ivoire, the Democratic Republic of Congo, Ghana, Kenya, Liberia, Namibia, Nigeria, Uganda and Zambia - based on RBC international instruments, including the UN Guiding Principles on Business and Human Rights, the ILO Tripartite Declaration of Principles concerning Multinational Enterprises and Social Policy (MNE Declaration), the OECD Guidelines for Multinational Enterprises on Responsible Business Conduct. To support the implementation of this Project, the ILO is recruiting a Project/Programme Finance and Administrative Assistant under the supervision of the Technical Officer. This position is located in Windhoek, Namibia, where the ILO will perform the role of lead contact agency for the country. 2. Reporting lines: The incumbent will work under the overall responsibility of the Director of ILO/CO-Harare and the direct supervision of the Technical Officer. The incumbent will receive further technical guidance from CO Harare Operations Officer. - Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. - Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments. - 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. - Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit. - Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices. - 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. - 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. - Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. - Calculate and compile cost estimates and participate in budget analysis and forecasts as required. - Provide support, when necessary, in the preparation and running of project workshops and meetings. - Arrange for the local procurement of goods and services for the project in line with project work plan and budget working closely with Finance and the technical team. - Maintenance, safekeeping and reporting of project assets and inventory. Work closely with the FinanceFinance to ensure that mid and end of year physical inventory/asset verification is undertaken and reconciled to records. - Perform other relevant duties as assigned.

Responsibilities

- Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. - Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments. - 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. - Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit. - Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices. - 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. - 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. - Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. - Calculate and compile cost estimates and participate in budget analysis and forecasts as required. - Provide support, when necessary, in the preparation and running of project workshops and meetings. - Arrange for the local procurement of goods and services for the project in line with project work plan and budget working closely with Finance and the technical team. - Maintenance, safekeeping and reporting of project assets and inventory. Work closely with the FinanceFinance to ensure that mid and end of year physical inventory/asset verification is undertaken and reconciled to records. - Perform other relevant duties as assigned.

Work Experience

At least five years of progressively responsible financial and administrative work. Experience of working with an enterprise resource planning (ERP) system, in particular finance modules.

Skills

- Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. - Good knowledge of international accounting standards such as International Public Sector. - Accounting Standards (IPSAS) or other international or national accounting standards. - Knowledge of 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.

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