The International Labour Organization (ILO) is looking for a Senior Finance and Administrative Assistant to help with processing contracts budgeting and other administrative responsibilities using the ILO Integrated Resource Information System (IRIS)

The Senior Finance and Administrative Assistant will work closely with the project team especially the deputy team leader the dairy and tourism portfolio managers the knowledge and communications officers and the MRM officers

With the Team Leader's help and supervision The activities will include all the project's financial and administrative tasks

The following are some of the specific tasks that need to be done

• Make sure that the project administration office management and operation support functions run well by working closely with other administrative and operation support professionals and providing management and administrative support to the project
• This includes processing entitlements issuing contracts and keeping records and files up to date
• Do specialized finance support tasks and services for the project's operational and payment-related work
• This includes starting and processing financial transactions and making sure that the information and supporting documents follow ILO financial rules and regulations policies procedures and standards
• Help and advise project staff on how to understand rules regulations and processes
• Make hotel and travel reservations get travel authorizations ready and gather information that is important for the trip
• Help plan special meetings and make sure that all the necessary administrative arrangements are in place for workshops seminars and trainings as needed by the project or program
• Keep in touch with and work with the relevant technical units at Headquarters ILO constituents social partners' organizations and UN agencies to talk about planned actions and settle sensitive issues
• Write letters and reports on your own initiative as needed for general administrative or other relevant activities even if they are confidential
• Make reports data and correspondence for the administration on a regular basis
• Brief and help staff professionals and consultants with all elements of administrative work
• Explain how to follow administrative rules regulations and procedures
• Read any incoming letters and emails that need a response suggest the best course of action keep an eye on response dates and follow up with different project/program staff and other parts of the organization about submitting reports and letters
• Get ready background information precise cost estimates and regular and one-time reports to help with making plans and budgets
• Help with budget analysis and estimates when needed
• Give information when asked
• Make sure that all operations needed for spending under development cooperation funding are done in the most efficient way possible
• This comprises figuring out how much money is needed asking for it examining the documentation that support the request and making the payment
• Keep an eye on accounts for spending and allocations and make changes to get the most out of the money
• Write and send clear administrative letters about budget issues to check data answer questions and request further information
• Give junior administrative and/or other support staff direction and keep an eye on their work
• Make sure that the office's equipment furniture cars and supplies are bought maintained and kept secure in the area
• Also make sure that the office itself is safe and well-maintained
• Sign up suppliers make purchase orders and contracts for goods and services
• Do any other tasks that the TL gives you that are related

• Experience At least six years of experience in operational or administrative support work including helping with financial operations
• You also need to have worked with an enterprise resource planning system (ERP) before
• Languages Very good at speaking and writing English
• Skills Understanding of financial and administrative management processes as well as familiarity with financial norms and procedures
• It would be helpful to know how finance and administration work in a UN agency
• Knowledge of international or national accounting standards such as the International Public Sector Accounting Standards (IPSAS) or other standards
• Being able to use Microsoft Word PowerPoint Excel and Adobe Reader as well as other applications that the Office needs (such IRIS)
• Able to work with others and under pressure to meet tight deadlines
• Great people skills and the capacity to handle problems to help the project team carry out activities workshops and so on
• Ability to understand and follow the relevant financial rules regulations policies and processes
• Ability to set priorities for work plan your own schedule do routine tasks on your own meet deadlines and adjust to new needs
• Ability to get help from other work units either inside or outside the office to finish assignments
• Ability to manage a lot of work and lead a team under a lot of stress
• A deep awareness of and expertise of complicated administrative rules and procedures as well as all the administrative services that support areas like HR Finance and Procurement
• Good understanding of the project's/program's work and the work done in other work units
• Ability to reply to requests and handle visits with tact and diplomacy
• The ability to search databases for information get it and put together reports
• The ability to handle private matters with care
• Must show that they are responsible by being careful with private information keeping data safe and paying attention to details
• You also need to be able to work in a multicultural setting and be aware of gender issues

We welcome all qualified and interested people who want to work for the United Nations International Labour Organization in the position described above to apply online at the link below

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