Introduction

Integrated Innovations for Sustainable Development is an ILO Development Cooperation programme under the Zanzibar Joint Programme (ZJP), that supports innovations that will lead to decent work, economic growth, increased household income and reduced inequalities in Kaskazini Pemba and Kaskazini Unguja in Zanzibar. Specifically, systemic climate sensitive approaches to increase production and productivity of priority value chains in particular food crops (cassava, banana, legumes), seaweed, and mariculture will be prioritized. Launched to implement ILO’s obligations under the Food system transformation and the Ending violence against women and children Outcomes of the ZJP, the project is funded by the Government of Norway, and jointly implemented by ILO’s Enterprises and Skills Departments, it integrates innovations that tackle complex development challenges with a focus on systems, with an expectation that by 2027 the target population in Kaskazini Pemba and Kaskazini Unguja would have increased availability and awareness of basic social services. At the sector-level and enterprise-levels, it addresses constraints to productivity growth and decent work creation in priority value chains in particular food crops (cassava, banana, legumes), seaweed, and mariculture in Zanzibar.

The primary responsibility of the project Finance and Administrative Assistant (FAA) will be to support all operational aspects of the office’s obligations under the two Joint Programmes towards effective achievement of the agreed outputs in line with ILO rules and regulations and ensuring integration of Programming Principles. The Joint Programme are namely: the Zanzibar Joint Programme (ZJP) and the Kigoma Joint Programme (KJP).

Reporting lines:

The position is located in the ILO Country Office for East Africa and reports to the National Project Coordinator. The incumbent will work in the Integrated Innovations for Sustainable Development programme and also contribute to the financial backstopping of the Kigoma Joint programme (KJP) as both feed into the United Nations Sustainable Development Cooperation Framework (UNSDCF). The position works in close collaboration with the ENTERPRISES and SKILLS Departments and other relevant colleagues in the Decent Work Technical Support Team in Pretoria.

Description of Duties

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
• 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.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
• 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.
• 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.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Provide support, when necessary, in the preparation and running of project workshops and meetings.
• Perform other relevant duties as assigned.

Required qualifications

Education

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 financial and administrative work

Languages

Excellent fluency in written and spoken English and good working knowledge of Kiswahili.

Competencies

• 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.