Finance and Administrative Assistant

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Description

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• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
• Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the Technical Expert and, where necessary the Operations Officer, to matters requiring immediate attention.
• Review, follow up and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
• 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.
• Prepare, draft, and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style, and compliance with applicable standards. Provide informal translations. 
• Maintain the official travel plan of the project team. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions
• Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation. 
• Coordinate and provide a range of administrative and financial support for meetings, workshops, and other events. Ensure the timely preparation, translation, publication, and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. 
• Ensure the Project’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate, and present information/data on specific topics. 
• Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
• Initiate, process, and follow up on finance administrative actions, verifying that information is following applicable standards. Input complete data in the enterprise resource planning (ERP) system.
• Perform other duties as assigned by the supervisor.

• Completion of secondary school education with formal training in accounting and/or finance and administrative field. Demonstrated experience in providing administrative and financial support development projects.

• Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system is preferred.

• Excellent knowledge of English and Nepali languages. Both written and spoken. Knowledge of additional local language spoken in Madhesh province will be an advantage.

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