Grade: G6
Vacancy no.: TEMP/WORKQUALITY/GS/2023/01
Publication date: 1 November 2023
Application deadline (midnight Geneva time): 14 November 2023
Job ID: 11383
Department: WORKQUALITY
Organization Unit: WORKQUALITY
Location: Geneva
Contract type: Temporary mobility assignment
This is a temporary assignment for 6 months. The recruitment process for General Service positions is subject to local recruitment 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.
- External candidates*
The Office will facilitate the temporary re-assignment of a selected internal candidate to this position.
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.
*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 7,080.17 CHF monthly.Introduction
Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions and collaboration across the multilateral system and beyond. These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment.
The majority of refugee populations are hosted by low- and middle-income countries. As displacement has become increasingly protracted, responses are becoming more focused on durable solutions to support more dignified, inclusive and comprehensive programmes for refugees and the communities that host them to facilitate self-reliance and empowerment and strengthen social cohesion. It is paralleled by regional and country-level efforts in several areas, including in the Middle East and North Africa region and in the Horn of Africa.
In this context, the Government of the Netherlands has launched a new partnership initiative in 2018 โ the PROSPECTS Partnership Programmeโ built on the combined strengths, experience and values of specific development and humanitarian organizations to develop a new paradigm in responding to forced displacement crises. The partners include: the Government of the Netherlands, the International Finance Corporation (IFC), the ILO, the UNHCR, UNICEF and the World Bank. The Partnership aims to help transform the way governments and other stakeholders, including the private sector, respond to forced displacement crises โ and in particular: (1) to enhance the enabling environment for the socio-economic inclusion of forcibly displaced persons (to mitigate their plight during years of exile and to best prepare them for their return); (2) to enhance access to education and child protection for vulnerable children on the move; and (3) to strengthen the resilience of host communities through inclusive socio-economic development that also benefits forcibly displaced persons.
The Partnership will be grounded on results-based and country-led approaches (โbottom upโ) in two identified regions: MENA and the Horn of Africa. The programme aims to accelerate efforts to find sustainable solutions for countries confronted with large influxes of refugees. It will also aim to develop and implement evidence-based solutions, tailored to each context โ as well as to test, and learn from, innovative operational solutions, including improving the availability, collection and use of data and evidence.
The ILOโs vision within the Partnership is: โTo strengthen decent work in countries impacted by forced displacement to mitigate stress factors at all levels and support inclusive socio-economic enablers for access to labour markets and empowerment of host communities and of forcibly displaced populations.โ
Within the policy and procedural requirements established by the ILO and the programme, the Finance and Administrative Assistant will support the financial management of the Partnership programme at Global and Country level, undertaking all financial transactions, monitoring expenditures and ensuring that the procurement and contract management of the project are conducted in compliance with the ILOโs relevant rules and regulations.
Reporting lines
The Finance and Administrative Assistant will directly report to the Senior Programme Officer under the technical and administrative supervision of the Chief Technical Adviser (CTA) of the PROSPECTS Partnership Programme.
Description of Duties
General administration and operation
- Analyses, evaluates and monitors a variety of complex financial documents, accounts to identify and investigate anomalies or wrongly posted transactions and to determine corrective action. These may include general ledger accounts, such as: development cooperation budgets; payment requests related to the project.
- Carries out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
- Monitors accounts regarding allocations and expenditures and makes adjustments to optimize utilization of the funds. Drafts and clears administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
- Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations and submissions. Participates in budget analysis and projections as required and provides information upon request.
- Acts as a Certifying Officer for proposed obligations.
- Ensures smooth functioning of the project administration and operation support-related functions in close collaboration with other administrative and operation support staff through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
- Participates in the preparation of financial data to be included in the Financial Report and Audited Financial Statements.
- Briefs and assists international staff, experts and consultants on all aspects of administration related matters. Provides interpretation of financial and administrative rules, regulations and procedures.
- Provides support and financial guidance to Global and Country-based teams.
- Provides guidance and supervises the work of junior administrative and/or other support staff.
- Performs other relevant duties as assigned.
Required qualifications
Education
Completion of secondary school education and formal training in relevant area.
Experience
At least seven years of progressively responsible financial and administrative work with supervisory experience.
Languages
Excellent knowledge and command of English and good working knowledge of another working language of the Office, preferably French.
Competencies
- Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
- Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g. IRIS).
- Ability to obtain services from other work units inside or outside the office for completion of tasks.
- Ability to lead a team and manage a heavy workload under time pressure.
- Thorough knowledge and understanding of complex administrative guidelines and procedures as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
- Good knowledge of work of the project /programme and the work carried out in other work units.
- Ability to respond to requests and to deal with visitors with tact and diplomacy.
- Ability to search and retrieve information from databases and compile reports.
- Ability to deal with confidential matters with discretion.
- Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit ILO People and open the ILO Jobs module from the home page menu. The system provides instructions for online application procedures.
Evaluation (which may include one or several written tests) and the interviews will tentatively take place during the week following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.
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.