Finance and Administrative Assistant

• Assist with the planning and preparatory work of the project initiatives in Pretoria. Monitor status of the project and receipt of documentation for review and approval, verifying that information is compliant with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of the project outcomes and deliverables and inform the supervisor of any discrepancies.
• Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
• Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system-IRIS, external collaboration and service contracts, and agreements with partners. 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.
• Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. In addition, maintain various official records and files.
• Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
• Perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system- IRIS, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops.
• Maintain and update spreadsheets and databases for internal expenditure control purposes. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.
• Assist the Project Manager in the preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities.
• Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and rephrasing.
• Prepare administrative and finance related briefing materials for the Project Manager. Keep abreast of the progress report requirements and timetable, providing support to the Project Manager and coordinators for the preparation of the submission.
• Process financial transactions and verify that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards. As well as respond to requests for general information and routine queries on status of payments and other budgetary issues.
• Keep abreast of changes to relevant administrative and finance related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required. In addition, the developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.
• Perform other relevant duties as assigned by the Supervisor.

• Completion of Secondary school education plus formal training in accounting, finance or business administration from a recognized commercial school or equivalent.

• Five years of experience in clerical administrative work including record keeping and processing of information and basic knowledge of report writing.

• Excellent knowledge of English and good knowledge of one of the official national languages of South Africa.

Source: https://jobs.ilo.org/job/Maseru-Finance-and-Administrative-Assistant-G5(DC)-1-1/1028564701/