ILO SESA- Finance and Administration Assistant Jobs in Zambia
ILO SESA- Finance and Administration Assistant Jobs in Zambia
Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique, the Finance and Administrative Assistant will report and work under the direct supervision of the Chief Technical Advisor in collaboration with the National Project Coordinator.
Description of Duties
Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports;
Prepare POs and external collaboration and service contracts;
Maintain contact with officials of local banks to obtain information on changes in procedures and regulations, exchange and interest rates, and matters pertaining to the maintenance of office bank accounts;
Draft on own initiative correspondence, answer queries from national stakeholders and partners and obtain information for implementation of the programme;
Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance, External Payment Authorisation and Budget Revisions for Project related activities;
Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;
Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computation;
Coordinate and manage the project administrative tasks;
Brief experts and other officials on financial and administrative matters;
Organise travel plans and arrangements, and calculate and settle travel claims for office staff or others as appropriate;
Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;
Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to
third parties based on ILO rules;
Carry out specific operational and control tasks for project implementation; and
Perform other duties as assigned by the Supervisor.
Required Qualifications
Education
Completion of secondary school education supplemented by a formal training in accounting and/or finance preferably ACCA Level I and administrative field.
Experience
Six years of progressively responsible financial and administrative work, and some training in an administrative field.
At least two years’ work experience in finance and administration supporting any development projects focusing on the ILO Decent Work thematic areas employment, social protection, social dialogue, rights at work.
Languages
Excellent knowledge of English and good knowledge of another language of the duty station
Competencies
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
• Ability to work with word processing and spread sheet software, as well as computer software packages required for work;
• Ability to work in stakeholders engagement and communications (organization of events, preparation of media briefs, press reviews, etc.);
• Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage;
• Ability to work in a team and to work under pressure;
• Ability to deal with confidential matters with discretion;
• Must display high standards of ethical conduct;
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office;
• Ability to evaluate correspondence and inquiries for best course of action;
• Ability to respond to work related inquiries in an appropriate manner;
• Ability to organize own work; and
• Must demonstrate responsible behaviour and attention to detail.
How to Apply
For more information and job application details, see; ILO SESA- Finance and Administration Assistant Jobs in Zambia
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