Finance and Administrative Assistant

Introduction

The project will promote local economic development (LED) in a participatory planning approach, involving persons in rural and indigenous communities, and particularly women and youth, while integrating the development of skills and entrepreneurship competencies and mainstreaming gender and environmentally sustainable practices to address the needs and challenges of communities. Project implementation will be in Toledo District, including some activities in Stan Creek.

The Project Finance and Administrative Assistant provides administrative and finance support to the project, ensuring that the project is moving forward on time and on budget.

As a member of the project team, the Project Finance and Administrative Assistant is responsible for performing, completing and/or overseeing administrative and financial management support services in an efficient, effective, and client-oriented manner.

Reporting Lines

The position works under the supervision of the Project Coordinator. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services within processing timelines. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence. Work is reviewed for feasibility of recommendations and correctness of end results. Work involving the handling of complex and intricate finance-related matters including those affecting other related activities of the work unit is also reviewed.

Main duties and responsibilities

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.  Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
3. Prepare correspondence on own initiative to verify data, address and answer queries and follow up as necessary with project and ILO staff, consultants and counterparts.  Draw the attention of concerned officials to matters requiring immediate attention.
4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices, and claims invoices. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.  Ensure follow-up and maintain records.

Main duties and responsibilities (continued)

8. Consult with Finance Unit and project team on rules, regulations and procedures and inform project staff, partners and consultants of new or revised procedures and practices.

9. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparations, audits or other reasons. Provide administrative support, when necessary, in the preparation and running of project workshops, meetings and missions.

10. Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances. Liaise/Request services from other work units inside or outside the office for completion of tasks.

11. Perform other relevant 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 six (06) years of progressively responsible financial and administrative work.

Languages: Excellent knowledge of English and good working knowledge of Spanish. Knowledge of Q’eqchi and/or Mopan will be considered an asset

Education

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

Experience

At least six (6) years of progressively responsible financial and administrative work.

Languages

Excellent knowledge of English and good working knowledge of Spanish. Knowledge of Q’eqchi and/or Mopan will be considered an asset.

Competencies

In addition to the ILO core competencies, this position requires:

Technical

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Behavioural
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.