Finance and Administrative Assistant

Introduction

With Regular Budget Supplementary Budget Allocation (RBSA), the ILO is implementation an intervention that is supporting the capacity strengthening of the tripartite constituency to develop a National Circular Economy Road map and action plan and capacity building on just transition for the development of a green jobs for youth framework. This will help to operationalize the Circular Economy as contained in the ENDE 2024-2043. The Circular Economy Roadmap will be a strategic instrument for the Government of Mozambique to facilitate a comprehensive change, enabling the transition from a linear economic model to a circular one. It will contain a vision, goals and tangible action points that will support the country in adopting and implementing circular economy solutions in agriculture, forestry, and industry. Mozambique’s Nationally Determined Contribution (NDC) 2020-2025 is aimed at making Mozambique more resilient to the impacts of climate change, reducing climate risks to people and goods as much as possible, restoring and ensuring the rational use and protection of natural and built capital. Mozambique also developed a National Employment Policy (NEP) that connects the areas of employment, climate, and the economy by addressing decent employment, social dialogue and just transition. The policy is in the process of being reviewed. The development of a National Circular Economy Roadmap, as a complement to the NDC, by the tripartite constituent and other stakeholders, will facilitate for the achievement of a Circular economy which is one of the 4 pillars set out in the Mozambique’s ENDE 2024-2043. The proposed intervention will support and strengthen the ability of tripartite constituents to be engaged in the process of developing the Circular Economy Action Plan that will promote productive and decent work.

In view of the foregoing, the ILO seeks to recruit a Finance and Administrative Assistant (FAA) to support implementation of this intervention. The FAA will be based in Maputo, Mozambique, working in close collaboration with other members of the ILO Project Office in Mozambique, as well as in the Finance unit in Lusaka, Zambia. 

Reporting lines

• Under the overall responsibility of the ILO Country Director for Zambia, Malawi and Mozambique, the FAA will directly report to the National Project Coordinator. S/he will also work closely with the Maputo Project team and Finance Unit in CO-Lusaka.

Description of Duties

• Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide the National Project Coordinator in monitoring project funds as well as in maintaining the internal financial controls of projects.
• Collect quotations, prepare Purchase Orders (POs) in the 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.
• Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Consult with the Finance and Programming Unit on rules, regulations and procedures and provide information to the project’s Implementation Partners, project staff and consultants on ILO administrative and financial procedures. Inform potential difficulties that may arise from the administrative and finance management and obtain information for implementation of the programme.
• Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance and Budget Revisions for project-related activities
• Carry out specific operational and control tasks for project implementation.
• Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor.
• Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) requests), visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars, and workshops.
• Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises.
• 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 project official records and files and prepare correspondence on own initiative to verify data, address and answer queries and follow-ups as necessary with the project, ILO staff, consultants, and counterparts.
• Assist your supervisor in the preparation of recurring reports as scheduled and special report as required for donor reporting, for budget preparations, audits, or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and project budget requirements. Also, assist in the preparation of the budget statements for the area of the assignment as required by the supervisor.
• Perform other duties as assigned by the Supervisor.

Required qualifications

Education

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

Experience

• Five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in developmental projects and/or with the UN system or International NGOs is a strong advantage. Experience of working with an enterprise resource planning (ERP) system is an advantage.

Languages

• Excellent command of English and good working knowledge of Portuguese is required.

Source: https://jobs.ilo.org/job/Maputo-Finance-and-Administrative-Assistant-G5(DC)-RBSA/1095699201/