Sr. Administrative and Finance Assistant

Grade: G6 

Vacancy no.: CAIRO/DC/G/2024/10
Publication date: 26 September 2024
Application deadline (midnight Cairo local time): 10 October 2024

Job ID: 12382 
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.

The Egyptian National Child Labour Survey (2010) reported that there is a total of 1.8 million working children in Egypt, out of which 1.6 million children are engaged in hazardous or unlawful forms of work.

The Government of Egypt has expressed strong political will to accelerate actions on the elimination of child labour. Accordingly, with the support of ILO, the Government of Egypt, led by the Ministry of Labour (MOL), launched the National Action Plan for Combating Child Labour and Supporting Families (2018-2025) (NAP). In the NAP, Egypt identified roles and objectives of the Governmental agencies, employers’ and workers’ organizations responsible for assisting children in or at risk of child labour and promoted joint actions towards tackling this issue.

Accelerate the Elimination of Child Labour, Improving Working Conditions and Empowering Families in Jasmine Supply Chain in Egypt  (ACCEL Egypt -Harvesting the Future) project aims to eliminating child labour in Jasmine picking through child protection measures and improving working conditions in the Jasmine supply chain in Egypt as well as   addressing the working conditions issues in the Jasmine production through the partnership between Fair Labour Association and the International Labour Organization (ILO).

This position is required to provide programming and administrative and support to implement project activities in the area of eliminating child labour. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and provides inputs into the design and development of improved programming, administrative and financial services and delivery processes.

2. Reporting lines: 

The Senior Administrative and Finance Assistant will provide administrative, operations and finance support to the project and will report directly to the Project Manager and liaise with the National Project Officer under the overall responsibility of the Decent Work Team/Country Director for Egypt and Eritrea.
 

1. Perform a range of specialised administrative and financial support functions and services for operational and payment-related work including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.

2. Compile, analyse and disseminate data and other information for the project and budget preparation and for the review of financial and human resource requirements. Coordinate submissions of project proposals and budget estimates and propose adjustments as required.

3. Serve as focal point for the project administrative matters. Initiate requests, prepare standard terms of reference (TOR) in relation to child labour programme and/or project objectives, obtain necessary clearances, process and follow up on administrative actions and resolve issues related to child labour programme and project implementation. Liaise with external partners and attend meetings to provide and gather information.

4. Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments. Reviews complex cases making recommendations on improving working procedures in the project. 

5. Request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules. This includes verifying and processing travel and missions arrangements, seminars, workshops and meetings organisation, minutes taking and drafting correspondence, preparing activities budgets, recruiting and payment of consultants, and service providers, claims for payment, and check payment vouchers, prices and claims invoices. Coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project.

6. Participate in the publication of the different language versions (according to language knowledge) of the ETEL’s publications. This includes coordinate the dissemination of publication including the preparation of promotional material, social media cards and lists of contacts for the dissemination.

7. Review reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments and authorizations are in conformity with financial rules and regulations. Prepare reports on budget performance comparing approved budgets against actual expenditures and indicating any discrepancies. 

8. Maintain and update databases. Respond to, or redirect to the most appropriate source, complex administrative queries on programme and budget. Draft correspondence and communications related to all aspects of programme and/or project administration. 

9. Keep abreast of changes to project and child labour programmes-related policies, procedures, guidelines and processes and provide guidance and deliver training to staff with the view to building knowledge. Oversee and guide the work of the project and other support staff as required.

10. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

11.Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.

12. Perform other relevant duties as assigned.

Completion of secondary school education supplemented by a formal training in accounting, finance and/ or Administration from a recognized commercial school or equivalent.

At least seven years of progressively responsible administrative work with supervisory experience.

Excellent knowledge of English and good working knowledge of Arabic.

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 requires

• Demonstrated extensive knowledge in appropriate software such as accounting software, MS (Microsoft Word, PowerPoint, Excel, and Adobe Reader) and ability to use other software packages required by the Office.
• Knowledge and understanding of a complex body of administrative rules, guidelines, and procedures.
• Ability to communicate effectively in English and Arabic both orally and in writing.
• 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 clerical accounting reports and statements.
• Demonstrate high standards of ethical conduct including confidentiality, accuracy, and attention to details.
• 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 work on own initiative as well as a member of the team by demonstrating high level of collegiality and cooperation.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• Ability to deal with confidential matters with discretion.
• Ability to deal with people with tact and diplomacy.
• Efficient organisational skills.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory and inclusive behaviour and attitudes.

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