Grade: G5
Vacancy no.: BEY/DC/2023/18
Publication date: 28 April 2023
Application deadline (midnight local time): 12 May 2023
Job ID: 10777
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Amman
Contract type: Fixed Term
Contract duration: One year (subject to availability of funds)
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria.
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*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 JOD (16767) yearly.
Introduction
Estidama++ Fund โ Extension of Coverage and Formalization was designed as a new mechanism to foster inclusive social security, address structural imbalances in coverage, and strengthen resilience of female and male vulnerable workers, including refugees and migrants. The project supports Social Security Corporationโs previous initiatives to extend coverage to all workers in Jordan, in line with International Social Security and Labour Standards. It addresses structural gaps in social security coverage with a focus on informal vulnerable workers that were left out of the COVID-19 crisis national social protection response, while building on SSC's inclusive regulatory framework, based on fundamental principles such as the equality of treatment regardless of nationality or legal status.
Main objective
Provide administrative and finance support to the implementation of Estidama++ Fund โ Extension of Coverage and Formalization.
Reporting Lines & Organizational Context
Under the guidance and supervision of the Project Manager and Social Protection Technical Specialist at the ILO Amman office, the Finance and Administrrative Assistant will provide support in all matters related to administrative, logistical, and financial services inherent to the implementation of the Estidama ++ Fund โ Extension of Coverage and Formalization.
Description of Duties
1. Contribute to the smooth functioning of the project administrative services, and operation. Provide support for the administrative coordination of project implementation activities, including liaison with diverse organizational units in the field at HQ to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions.
2. Provide general office assistance, and guidance to staff with the interpretation of administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, securing security clearances, recruitment, and payment of resources persons.
3. Prepare background information, working papers and tables for briefing and review sessions by collecting data and relevant information on development and/or subject matter activities of the area or region.
4. Provide a range of administrative and financial support for meetings, workshops, and other events including appointments for in-coming missions and high-ranking officials.
5. Participate in the preparation and control of the work unitโs accounts regarding allocations and expenditures. Perform operations for authorizing and effectuating expenditures and make adjustments to optimize utilization of funds. Maintain monitoring and reporting systems and assist in the preparation of budget-related reports and statistics to support the preparation of programme and budget and work plan documentation and financial and technical progress reports for donors.
6. Calculate and compile cost estimates and budget analysis preparations as required by the project manager.
7. Keep abreast of changes to financial rules and regulations, policies, procedures, and other developments and share information with concerned parties.
Description of Duties (continued)
8. Provide a range of operational support services. Process contracts and payment. Request financial clearance and ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
9. Prepare correspondence to verify data, answer queries and obtain additional information, follow up as necessary with project and ILO staff, consultants, and counterparts.
10. Assist in monitoring and maintain a central filling system for all financial records ensuring the completeness and accuracy of records in the correct database.
11. Conduct market research for needed goods and services and prepare for project/and provide administrative support in office procurement of goods and services.
12. Process payment claims, vouchers, and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions.
13. Perform other relevant duties as requested by the supervisor always adhering to the highest ethic and accountability principles.
Required qualifications
Education
Completion of secondary education. A first degree in business administration, accounting and/or related area would be an asset.
Experience
- Minimum of five years of general administration and office support work experience. Relevant experience in the performance of administrative and finance/accounting work, including but not limited to procurement processes, budget management, and filing system is an advantages.
- Proven experience of implementing technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.
- Previous experience in similar positions with any UN agency is desirable.
Languages
Excellent command of English and Arabic.
Competencies
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: Efficiency in providing administrative support for the organization of meetings and other events. Ability to search, retrieve and compile information from various sources. Ability to adapt quickly to new software and systems. Drafting skills. Analytical skills and attention to detail. 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 work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory
- Knowledge of programming and budgeting and thorough understanding of a wide range of administrative policies and procedures.
- Proficient in computer software (Microsoft word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the office (e.g., IRIS).
- Thorough knowledge and understanding of procedures and guidelines as well as the full range of administrative and finance services within the support areas as HR, Finance and Procurement is an advantage.
Competencies (continued)
- Good knowledge and understanding of accounting principles and practices, complex body of financial and administrative rules, guidelines, and procedures.
- Ability to maintain financial records and prepare clerical accounting reports and statements.
- Ability to prepare preliminary reports and to draft correspondence.
- Good communication skills, both orally and in writing, and ability to communicate with people in a polite, courteous, and cooperative manner.
- Ability to organize own work and to work independently as well as work in a team.
- Ability to work under pressure and to meet the deadlines.
- Ability to obtain services from other work units inside or outside the office for completion tasks.
- Must demonstrate responsible behaviour and attention to detail, abiding by the highest ethic and accountability principles.
- Ability to work in multicultural environment and gender-sensitive behaviour and attitudes are also required.