Finance and Administrative Assistant

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Description

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Oversee office management and administrative support services. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.  Obtain and prepare documentation to support project expenditures, issuance of contracts and maintenance of records and files

• Participate in the organization of special meetings and coordinate administrative arrangements for conducting workshops/seminars and trainings.
• Maintain, contact and perform liaison duties, as required, with concerned technical units at Headquarters, ministries, government offices, social partners’ organizations and UN agencies.
• Once the ERP system is implemented, act as Preparer in the ERP system by inputting data and processing routine administrative actions related to leave entitlements, contracts, purchase orders, payments processing, and/or travel ready for approval by CO-Islamabad finance staff;
• Prepare, on own initiative, correspondence, reports, evaluations and justifications in relation to financial and administrative tasks, including those of a confidential nature. Prepare periodic finance and administrative statistics, reports and correspondence.
• Prepare background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in project budget preparations. Participate in budget analysis and projections as required.
• Carry out all operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
• Monitor accounts regarding allocations and expenditures and make adjustments, in coordination with the National Administration and Finance Officer and Better Work Pakistan Country Programme Manager, to optimize utilization of the funds. Draft administrative correspondence related to the verification of data, and respond to queries and requests for additional information.  Follow up on VAT claims, as appropriate, and provide financial information on the utilization of resources for management purposes and donor reporting.
• Draft responses to audit inquiries and observations and assist in the follow up of audit recommendations.
• Evaluate and propose improvements to work methods and processes with a view to ensuring optimum efficiency and effectiveness.
• Perform other duties as assigned by the supervisor.

Required qualifications:

• Completion of secondary school education. Training in an area related to general administration and office support

Experience:

• Minimum of five years of progressively responsible financial and administrative work experience. Experience of working with an enterprise resource planning (ERP) system.

Languages:

• Excellent knowledge of the working language of the duty station and a good knowledge of English.

Source: https://jobs.ilo.org/job/Islamabad-Finance-and-Administrative-Assistant/999051801/

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