Senior Finance and Administrative Assistant - G6

Grade: G6

Vacancy no.: CAIRO/DC/G/2024/09
Publication date: 13 August 2024
Application deadline (midnight Cairo local time): 26 August 2024

Job ID: 12264
Department: RO-Africa
Organization Unit: DWT/CO-Cairo
Location: Cairo, Egypt
Contract type: Fixed Term

Contract duration: ‎12 months (with possibility of extension subject ‎to performance and availability of fund)‎

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.

  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. 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.

  Introduction

  The position is located in the METI project, which is part of the of the Investment, Sectoral Strategies and Transitions IST Team of the Employment Investment (EMPINVEST) branch of the Employment, Policy, Job Creation and Livelihoods Department. EMPINVEST mainstreams employment and decent work into investments, trade and sectoral strategies from policies to the operational programmatic level. A major work area of the IST team is the promotion of employment considerations into trade, investment, industrial and general sector policies. The project “Mainstreaming Employment into Trade and Investment in the Southern Neighbourhood METI, Phase II” of the EU, following the previous METI project, phase I (2020-2024) is a four-year regional project implemented by the International Labour Office (ILO) and financed by the European Union (EU), DG NEAR. METI II builds on the foundational analysis and studies carried out under METI I but focusses on the implementation of the derived recommendations. Its action-oriented approach can be therefore placed under the slogan “from export potential to employment reality”. The overall objective of METI II will be to design and implement trade and investment policies and measures that optimise the quantity and quality of employment created, in particular for women and youth, and MSMEs.

  Reporting Lines:

  The Senior Financial and Administrative Assistant will provide administrative and financial support to the METI project and will report directly to the Programme Manager of the project. The incumbent will closely cooperate with the G5 admin assistant of the project and liaise closely with the Trade and Employment Officer in Beirut and the Junior Trade and Employment Officer at the HQ to ensure the effective implementation of the project as well as with other project staff.

  Description of Duties

  1. Perform a range of specialised administrative and financial support functions and services for operational and payment-related work of the project including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards. Responsible for planning and monitoring the project use of funds. Participate in the preparation of the budget’s analysis and projections.

  2. Maintain detailed records of financial and administrative actions and update the databases.

  3. Control the project’s accounts regarding allocations and expenditures and making adjustments to optimize utilisation of funds. Maintain tracking, monitoring and reporting systems regarding allocations and expenditures, analysing expenditures and making proposals for corrective measures.

  4. Participate in the management and reporting activities to the donor (EC). This includes, under the leadership and supervision of the programme manager and other project staff, to contribute to the preparation of the Project Annual Progress Reports, Evaluability Assessment (EA) and Mid-Term Evaluation (MTE) and entry relevant information into the Operational System used by the European Commission (EC) for external actions and reporting, in particular on the financial side.

  📚 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!

  5. Organize meetings (face to face and hybrid) and trainings in Turin and in the project partner countries of the MENA region. Coordinate all important administrative arrangements for conducting workshops/seminars and trainings. This includes preparing budgets, recruitment and payment of resources persons, coordinate travel arrangement and drafting relative correspondence.

  6. Reviews complex cases making recommendations on improving working procedures in the project. Request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules. This includes verifying and processing claims for payment, and check payment vouchers, prices and claims invoices.

  7. Provide clarification and explain variety of rules and admin procedures and serves as focal point of some project activities, involving liaison with others ILO’s units (BUD/DC, FINANCE, and ILO Brussels) and ensure smooth functioning of the project admin and operation support.

  8. Brief staff, experts and/or consultants on admin 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 admin matters.

  9. Participate in the publication of the different language versions (according to language knowledge) of the METI’s publications. This includes coordinate the dissemination of publication including the preparation of promotional material, social media cards and lists of contacts for the dissemination.

  10. Draft and clear on own initiative admin correspondence relative to budgetary matters to verify data and answer queries. Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project personnel and other organizational units on the submission of reports and correspondence. Prepare project summaries including periodic admin statistics and reports.

  11. Advise and assist project staff with interpretation of admin rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.

  12. Provide guidance and supervise the work of junior admin support staff.

  13. Undertake other duties as required.

  Required qualifications

  Education

  Completion of secondary school education and formal training in a relevant area.

  Experience

  • At least seven years of progressively responsible administrative work with supervisory experience at the international level.
  • Previous knowledge of the ILO and its admin procedures would be an asset.

    Languages

    Excellent knowledge of English, and good working knowledge of Arabic language.

    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

    • 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. ERP system),
    • 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 /program 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.
      

      We at the ILO are committed to fostering a diverse and inclusive workplace. We strongly encourage applications from all qualified individuals, regardless of race, gender, religion, or disability, and are dedicated to promoting disability inclusion across all our practices and policies.

      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.

      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.

      Disclaimer:

      • The contract and its continuity is subject to the availibility of funds.
      • Only those candidates that are short-listed for assessment will be contacted
      • Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions
      • The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
      • Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on a TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position