Administrative and Finance Assistant

The Administrative and Finance Assistant is responsible for assisting the Strengthening social inclusion and nutrition project team in executing procurement, finance, accounting and any other administrative matters.  The Admin/Finance Assistant will be under the daily supervision of the Social Protection Technical Officer and work in coordination with the Administration and Finance Units of the ILO in Dili, Jakarta and Bangkok.

Description of Duties:

• Maintain project financial records and monitoring systems to record and reconcile project expenditures, payments, statements and other data as required.
• Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries.
• Prepare travel request/claim form for the team members and input the claims in the system.
• Estimate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget re-phasing.
• Understand and rigorously perform the ILO’s procurement guidelines, financial rules and any other relevant policies.
• Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.
• Prepare Purchase Orders, Service contracts and external collaborator contracts for approval of the Office;
• Check and verify financial reports submitted by the project implementing agencies and/or project partners
• Provide administrative/logistic support for capacity building, meetings, seminars and/or workshop and prepare and ensure accurate statement of expenditures of the events, and also mission of national and international consultants.
• Organize meetings, activities, events and missions.
• Perform liaison duties with Government Ministries and Constituents for the project activities, including meeting, seminar, workshops, and campaign.
• Prepare routine correspondence including supporting documents to contracts and reports adhering to ILO requirements.
• Maintain all administrative files and official records, directory of contacts and partners, including compilation of documents and different reports produced for the Project.
• Perform other duties as assigned.

Required qualifications:

Education:

• Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience:

• At least five years of progressively responsible work in project finance/administration, preferably in a UN context or with an international organisation
• Knowledge of the ILO financial, administrative rules, regulations and procedures is a distinct advantage

Languages:

• Excellent command of Tetum, and good command of English

Source: https://jobs.ilo.org/job/Dili-Administrative-and-Finance-Assistant/1172733201/