Administrative and Finance Assistant - G5

Grade: G5 

Vacancy no.: CAIRO/DC/G/2024/14
Publication date: 17 October 2024
Application deadline (midnight Cairo local time): 31 October 2024

Job ID: 12474 
Department: RO-Africa 
Organization Unit: DWT/CO-Cairo 
Location: Cairo, Egypt    
Contract type: Fixed Term 

Contract duration: ‎12 months (with possibility of extension subject ‎to performance and availability of fund)‎ 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in development cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

Development cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. Extensions of development cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

While forcibly displaced persons (FDPs) face specific vulnerabilities, including psychological trauma, lack of opportunity and protection risks, host communities (HCs) also struggle to pursue their own development efforts in an environment that has been transformed by a large influx of newcomers. As displacement has become increasingly protracted, responses are focusing more on durable solutions backed by more dignified, inclusive, and comprehensive programmes for refugees and the communities that host them.

In response to the challenges facing both host communities and refugees, a partnership initiative titled: ‘PROSPECTS - Partnership for improving Prospects for host communities and forcibly displaced persons, has been launched by the Government of the Netherlands that brings together the International Finance Corporation (IFC), the International Labour Organization (ILO), the UN Refugee Agency (UNHCR), the UN Children's Fund (UNICEF) and the World Bank.

The Partnership's first phase, which will end in December 2024, when partners joined their efforts to develop a new paradigm in responding to forced displacement crises in 8 countries (Egypt, Ethiopia, Iraq, Jordan, Kenya, Lebanon, Sudan, and Uganda), the second phase is under design and planned to span from 2024 to 2027.

The overall objective of PROSPECTS in Egypt is to improve the living standards and inclusiveness of refugees, asylum-seekers, and vulnerable host communities, by contributing to the expansion of socio-economic opportunities through better education and mainstreamed protection interventions.

With a geographical focus on Greater Cairo, Alexandria, and Damietta, PROSPECTS Egypt will work under four main pillars, as follows:

1. Increase access of FDPs and HC to quality education, skills and learning opportunities. 
2. Improved livelihoods and expanded economic opportunities for FDPs and HCs, through access to entrepreneurship and employment with dignity.
3. Increased Government Protection for FDPs and HCs and increased Inclusion of FDPs and HCs In Community-based, Local and/or National Social Protection Systems.
4. Improved Services, Facilities, and Information Systems essential to FDPs and HCs.

About this post
The ILO PROSPECTS team consists of technical, finance and operations team members. The Administrative and Finance Assistant will work as part of the finance and operations team, which consists of the Finance and Operations Officer, Administrative and Finance Assistant, and Programme Assistant.

In a nutshell, the admin-finance assistant primarily deals with administrative and financial tasks, like budgeting, record-keeping, and preparation and processing in the ILO system. This includes correspondence and documentation, budgeting and financial management, record keeping and filing systems, general office and logistical support, internal communication and team support. On the other hand, the Programme Assistant is involved in supporting all the administrative and financial tasks of the implemented activities in the field.

Reporting lines
The incumbent will perform its duties under the direct supervision of the PROSPECTS Egypt Finance and Operations Officer and the overall guidance of the PROSPECTS Country Programme Manager (PM).

1. Provide comprehensive administrative support for meetings, seminars, travel, and missions, including preparing budgets, coordinating travel and lodging, paying DSA, and recruiting consultants and service providers.
2. Manage procurement of goods and services, ensuring all related administrative documents are prepared and processed accurately.
3. Draft, finalize, and review general and administrative correspondence, ensuring accuracy, proper grammar, and compliance with relevant standards.
4. Maintain and update administrative databases and handle quality control of outgoing documents.
5. Provide informal translations as needed.
6. Calculate and compile cost estimates and projected budget requirements. Assist in the preparation and reconciliation of budget statements, ensuring financial records are accurate and up to date.
7. Maintain and organize the project’s records, files, and administrative documents. Ensure the work unit's filing systems are accessible, up-to-date, and efficient.
8. Perform general administrative tasks related to office space, inventory, registry, and procurement matters.
9. Provide logistical support for the organization of workshops, events, and special meetings, coordinating all necessary arrangements.
10. Assist in briefing staff, experts, and consultants on administrative procedures. Respond to queries from internal and external stakeholders on administrative matters.
11. Participate in internal meetings to provide administrative updates and ensure smooth coordination of ongoing tasks.
12. Perform other relevant duties as assigned by the supervisor.

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

At least five years of progressively responsible financial and administrative work.

Excellent command of English and good working knowledge of Arabic language.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position require

• 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.

We at the ILO are committed to fostering a diverse and inclusive workplace. We strongly encourage applications from all qualified individuals, regardless of race, gender, religion, or disability, and are dedicated to promoting disability inclusion across all our practices and policies.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

Disclaimer:

• The contract and its continuity is subject to the availibility of funds.
• Only those candidates that are short-listed for assessment will be contacted
• Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions
• The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
• Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on a TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position