Administrative and Finance Assistant

Grade: G6

Vacancy no.: GENEVA/GS/2023/09

Publication date: 28 September 2023
Application deadline (midnight Geneva time): 30 October 2023

Job ID: 11289
Department: SOCPRO
Organization Unit: SOC/PPKS
Location: Geneva
Contract type: Fixed Term

The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage.
• External candidates *

  The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

  Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.

  *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 82568 CHF yearly.

  Introduction

  The position is located within the Programming, Partnerships and Knowledge-Sharing Unit (SOC/PPKS) of the Social Protection Department (SOCPRO). SOCPRO is responsible for promoting enhanced coverage and effectiveness of social protection for all through efficient and sustainable comprehensive social protection systems, including social protection floors, in line with the Social Protection Floors Recommendation, 2012 (No. 202), the Social Security (Minimum Standards) Convention, 1952 (No. 102) and other ILO social security standards. SOCPRO consists of four units: the Social Policy Unit, the Programming, Partnerships and Knowledge-sharing Unit, the Public Finance, Actuarial and Statistics Unit, and the Actuarial Services Unit. SOC/PPKS is responsible for effectively supporting the management and operations of the Department, coordinating the communication and dissemination of social protection knowledge and providing technical and operational support for the ILO’s Flagship Programme on Building Social Protection Floors for All (Flagship Programme). The unit also contributes to the development, resource mobilization and execution of development cooperation projects of the Department including within the context of the Flagship Programme.
  The position will provide specialized financial and administrative support services to SOCPRO in accordance with established work plans, financial rules and regulations for all sources of funds and act as Fund Control Officer for SOCPRO.
  The position will report to the Head of the Programming, Partnerships and Knowledge-Sharing Unit. The incumbent will collaborate with other departments and services including FINANCE, HRD, PROCUREMENT, INTSERV and DCOMM as well as with the ITC Turin and other external services as relevant and required.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Specific Duties

  1. Monitor and follow-up all financial transactions funded by the department, under all sources of funds, including close follow-up and monitoring during the year-end and the biennium-end exercises.
  2. Report regularly to management, compare unobligated resources with forecasted expenditures, and identify potential problems ahead or required action in a timely manner. Initiate programme allocation changes.
  3. Coordinate with the field offices on all administrative and financial operations initiated for joint activities and provide support as required.
  4. Provide support for development cooperation projects for the preparation of budget proposals, budget monitoring and budget revisions. Enter development cooperation projects in IRIS. Enter budgets and budget revisions in IRIS with the guidance of BUDFIN.
  5. Provide support for organizing of procurement of services in line with ILO's policies, rules and procedures. This includes providing guidance and verifying the documentation required for contracting, supporting the contracting process and overseeing the issuing of purchase orders.
  6. Provide support and guidance to all staff within the department on IRIS-related transactions and any issue of an administrative nature; ensure transparency and consistency in the correct application, interpretation and adaptation of financial rules, regulations, and procedures. Participate in the FCO meetings and ensure dissemination of latest developments on financial and administrative matters and ensure that these developments are implemented within the department.
  7. Monitor the contract dates of department staff. Prepare PAs and ensure that all necessary actions and financial obligations needed for recruitment and/or transfer of staff are in place in due time. Prepare department Extended Staffing Tables and support the preparation of the RB Slippage Tables, in line with the Office’s global deadlines.
  8. Provide support with monitoring the status of development cooperation projects and programmes for social protection in the Results Monitoring Tool (RMT) and updating the department’s web platforms. Provide analysis and information for reporting.
  9. Serve as the Learning Coordinator for SOCPRO, including proactively disseminating information on courses provided by HRD; preparing staff development forms for courses; reviewing staff development requests; monitoring staff development funds; and providing HRD with a report of activities and expenditures.
  10. Act as the focal point for internships in SOCPRO. This includes disseminating information to staff of the department, participating in screening of candidates, undertaking the necessary administrative arrangements, liaising with HRD and INTSERV, etc.
  11. Perform other relevant duties as assigned.

  These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

  Generic Duties

  1. Responsible for planning and monitoring the work unit’s use of funds. Participate in the preparation of the Programme and Budget.
  2. Carry out all operations required for authorising and effectuating expenditures under all types of funding and ensuring the most rational use of those funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments
  3. Maintain detailed records/files of all administrative actions and update the databases.
  4. Control the work unit’s accounts regarding allocations and expenditures and making adjustments to optimise utilisation of funds. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures, analysing expenditures and making proposals for corrective measures. Draft for own signature administrative correspondence relative to budgetary matters.
  5. Participate in the preparation of project or programme evaluation reports. May act as certifying officer for the work unit.
  6. Organise meetings and seminars held in or outside of Geneva. This includes preparing budgets, coordinating travel and lodging of participants, paying DSA, recruitment and payment of resources persons and drafting relative correspondence or for official conferences, recruitment of appropriate personnel and organization of secretariat.
  7. Initiate action for recruitment or transfer of staff, experts and/or consultants. This includes entering contract information in a database, drafting correspondence and maintaining files. Participate in drafting of job descriptions. Follow-up on recruitment actions. May be asked to verify completeness of work done by external consultants.
  8. Review complex cases making recommendations on improving working procuedures in the work unit.
  9. Provide clarification and explain a wide variety of rules and administrative procedures and coordinate with various administrative sections for follow-up actions.
  10. Act as certifying officer for the related work programme.
  11. Brief staff, experts and/or consultants on administrative procedures. Respond to queries from inside and outside the organization. Undertake research to provide elements of response to queries. Participate in internal meetings to provide information on administrative matters.
  12. Prepare periodic administrative statistics, reports and correspondence.

      Required qualifications

      Education

      Completion of secondary school education plus specialised training in a relevant field.

      Experience

      At least six years' experience in preparation of financial transactions, application and interpretation of financial rules, regulations, and procedures.

      Languages

      Excellent command of two working languages (English, French, Spanish) of the Organization. A third language would be an advantage.

      Competencies

      Good knowledge of rules and regulations governing area of specialization (finance, personnel, relations, publications); good knowledge of the work programmes of the organization; good drafting skills in at least two languages; good analytical skills; proven ability to prepare reports and administrative statistics; ability to provide training and guidance on administrative rules and procedures to junior staff members, excellent time management skills and supervisory skills; ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

      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.

      Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

      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.