Administrative and Finance Officer

Organizational Context

The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. The only tripartite U.N. agency, the ILO brings together governments, employers, and workers’ representatives of 187 member States to set labour standards, develop policies and devise programmes promoting decent work for all women and men. Today, the ILO Decent Work Agenda advances the economic and working conditions that give all workers, employers, and governments a stake in lasting peace, prosperity and progress. The ILO Office in Amman implements a range of programmes and projects aligned with the Decent Work Country Programme, agreed with the Government and social partners. These initiatives address key priorities across employment, labour standards, social protection and social dialogue, with a particular focus on enhancing inclusive labour market outcomes and supporting vulnerable populations. Under the general supervision of the relevant Manager, and in close coordination with the Regional Office for Arab States, the Administrative and Finance Officer will oversee the administrative and financial aspects under a portfolio of individual, donor-funded projects. This includes ensuring sound financial management for the projects, monitoring their expenditures and commitments, overseeing procurement and logistics processes, and supporting financial forecasting and budget revisions, in line with ILO rules and donor requirements. This position is strictly based on availability of funding. Reporting lines: The Administrative and Finance Officer will directly report to the Senior Administrative and Finance Officer.

Job Purpose

The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. The only tripartite U.N. agency, the ILO brings together governments, employers, and workers’ representatives of 187 member States to set labour standards, develop policies and devise programmes promoting decent work for all women and men. Today, the ILO Decent Work Agenda advances the economic and working conditions that give all workers, employers, and governments a stake in lasting peace, prosperity and progress. The ILO Office in Amman implements a range of programmes and projects aligned with the Decent Work Country Programme, agreed with the Government and social partners. These initiatives address key priorities across employment, labour standards, social protection and social dialogue, with a particular focus on enhancing inclusive labour market outcomes and supporting vulnerable populations. Under the general supervision of the relevant Manager, and in close coordination with the Regional Office for Arab States, the Administrative and Finance Officer will oversee the administrative and financial aspects under a portfolio of individual, donor-funded projects. This includes ensuring sound financial management for the projects, monitoring their expenditures and commitments, overseeing procurement and logistics processes, and supporting financial forecasting and budget revisions, in line with ILO rules and donor requirements. This position is strictly based on availability of funding. Reporting lines: The Administrative and Finance Officer will directly report to the Senior Administrative and Finance Officer. The Administrative and Finance Officer will perform the following duties: - Monitor progress of over 8 individual projects under a portfolio of over US$35 million and their activities by reviewing, verifying and analysing work-plans, progress reports, final reports and other data for clarity, consistency and completeness. Provide regular project financial delivery reports to support informed decision-making and propose corrective action. Provide inputs to project progress reports at the country and global levels to be submitted to the donor. - Assist and guide the project managers in preparing expenditure requests and budget management, and provide consolidated information on the financial situation of the ILO portfolio of the specific project activities - Assist in the programming and control of individual projects resources, prepare budget estimates and budgets and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities and budget allocations under each project; and making recommendations to the relevant Project Manager for remedial action, when required. - Follow-up with relevant departments at headquarters and regional office, implementing partners, government offices, social partners, constituents and other organizations to expedite implementation and meet delivery targets for activities under individual projects. - Engage project managers in consultations towards agreed shared costs for joint expenditures. Supervise the use and maintenance of office records, systems and communication services related to projects, and propose new or improved office procedures and practices in consultation with ROAS. - Collaborate with the Project Managers to monitor the projects procurement process to assure quality and transparency and to monitor and support with contract management. - Support and advise on all procurement related matters and on contract administration, and support preparation of RFQs, RFPs and ITBs and, where applicable, manage the procurement activities through the UNGM Platform (ILO Jaggaer system). - Administer day-to-day operations from several of the following areas: administration, finance, and logistics ensuring full compliance with applicable standards and integrity and consistency of data in all financial transactions, recording and reporting. - Keep abreast of changes to applicable standards, best practices and technologies in administrative and finance related issues. Share knowledge and provide guidance to project staff. - Brief ILO specialists, project experts, associate experts and visiting officials and provide relevant information on the projects. - Draft in, or translate into, local languages (Arabic-English and vice versa), official correspondence, minute sheets that provide summary of activities, requests for contract amendments, contract no-cost extensions, statements, justifications, etc. - Undertake missions to project sites, accompanying technical officers in order to gain a full grasp of the type of activities implemented by the ILO. - Support in internal audit and donor verification missions. - Manage/oversee the work of Administrative and Finance Assistants supporting the ILO’s projects, assigning them tasks, providing guidance/training, and ensuring the quality of their work. - Perform other relevant duties as required by the supervisor.

Responsibilities

The Administrative and Finance Officer will perform the following duties: - Monitor progress of over 8 individual projects under a portfolio of over US$35 million and their activities by reviewing, verifying and analysing work-plans, progress reports, final reports and other data for clarity, consistency and completeness. Provide regular project financial delivery reports to support informed decision-making and propose corrective action. Provide inputs to project progress reports at the country and global levels to be submitted to the donor. - Assist and guide the project managers in preparing expenditure requests and budget management, and provide consolidated information on the financial situation of the ILO portfolio of the specific project activities - Assist in the programming and control of individual projects resources, prepare budget estimates and budgets and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities and budget allocations under each project; and making recommendations to the relevant Project Manager for remedial action, when required. - Follow-up with relevant departments at headquarters and regional office, implementing partners, government offices, social partners, constituents and other organizations to expedite implementation and meet delivery targets for activities under individual projects. - Engage project managers in consultations towards agreed shared costs for joint expenditures. Supervise the use and maintenance of office records, systems and communication services related to projects, and propose new or improved office procedures and practices in consultation with ROAS. - Collaborate with the Project Managers to monitor the projects procurement process to assure quality and transparency and to monitor and support with contract management. - Support and advise on all procurement related matters and on contract administration, and support preparation of RFQs, RFPs and ITBs and, where applicable, manage the procurement activities through the UNGM Platform (ILO Jaggaer system). - Administer day-to-day operations from several of the following areas: administration, finance, and logistics ensuring full compliance with applicable standards and integrity and consistency of data in all financial transactions, recording and reporting. - Keep abreast of changes to applicable standards, best practices and technologies in administrative and finance related issues. Share knowledge and provide guidance to project staff. - Brief ILO specialists, project experts, associate experts and visiting officials and provide relevant information on the projects. - Draft in, or translate into, local languages (Arabic-English and vice versa), official correspondence, minute sheets that provide summary of activities, requests for contract amendments, contract no-cost extensions, statements, justifications, etc. - Undertake missions to project sites, accompanying technical officers in order to gain a full grasp of the type of activities implemented by the ILO. - Support in internal audit and donor verification missions. - Manage/oversee the work of Administrative and Finance Assistants supporting the ILO’s projects, assigning them tasks, providing guidance/training, and ensuring the quality of their work. - Perform other relevant duties as required by the supervisor.

Work Experience

At least one year of professional work experience in senior administrative, procurement, finance or accounting role, including supervision of Admin/Finance Assistants. Similar experience with the United Nations Common System or an international organization, managing the Admin/Finance of large programmes is highly desirable. Prior experience in an Oracle-based ERP system and e-procurement platform is an advantage.

Skills

- Good knowledge of financial and accounting principles and concepts as well as international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards. - Good knowledge of Public Procurement Principles. - Good knowledge of PC software (including word processor, excel spreadsheet and presentation software) such as Microsoft Office. - Ability to interpret and work within the applicable financial rules and regulations, policies and procedures. - English and Arabic drafting skills. - Strong analytical skills and ability to justify requirements and approaches to problem resolution, and good drafting skills. - Demonstrate collaborative and teamwork experience and ability to work effectively with a multicultural and interdisciplinary team, as well as to work on his/her own initiative. - Ability to work independently, quickly, precisely with attention to detail, and take initiative and responsibility. - Ability to work under pressure, managing the admin/finance for multiple projects, with the ability to meet tight deadlines. - Proficient in Microsoft Word, Power Point, Excel, web-browsers and database applications. - Ability to deal with people with tact and diplomacy. - Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes. - Ability of dealing with confidential matters with discretion. - Ability to train personnel, lead and guide the operations team and delegate tasks as necessary.

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