Finance and Administrative Assistant – G5(DC) 1

Introduction

The position will be located in the DWT Pretoria Office, which maintains overall responsibility for the ILO’s presence and activities in Botswana, Eswatini, Lesotho and South Africa. It also serves as the liaison office for the Southern African Development Community (SADC). It supports its constituents in defining programme priorities, activities, monitoring, and overall programme delivery.

The Financial and Administrative Assistant (FAA) will work on the following projects: 

•    Equipping South Africa’s workforce for a just transition through up-skilling and re-skilling (ZAF/23/03/DEU), funded by GIZ
•    Delivering a Gender-Transformative Just Transition (RAF/23/02/DEU), funded by GIZ.
•    Promoting Decent Work through Productivity and Workplace Cooperation interventions in South Africa’s clothing manufacturing sector, funded by the Government of Flanders (ZAF/23/01/FLA). 

The GIZ-funded projects have the mutually reinforcing objectives of contributing to a just transition in South Africa, the former project through a research-driven social dialogue process for the design of an upskilling and reskilling intervention for two provinces in South Africa, and the latter through strengthened guidance, learning and knowledge materials as well as capacity development and policy advice for constituents to achieve a gender-transformative just transition. The Flanders-funded project has the overall objective of contributing to increased economic revenue and employment of the of South African clothing manufacturing sector through a sustained increase in productivity and competitiveness.

Activities foreseen under the three projects include research, institutional capacity development, technical advisory services, sectoral and tripartite dialogues, awareness raising and communication.
 

Reporting lines

Under the overall responsibility of the Director of DWT/CO Pretoria, the Finance and Administrative Assistant (FAA) will work under the direct supervision of the National project Officer of the ZAF/23/03/DEU project and the technical backstopping of the DWT Enterprise and Skills Specialists. The incumbent will also receive guidance and support from the Pretoria Finance and operation colleagues as well as colleagues from the SKILLS Branch and ENTERPRISES Department in Geneva, when relevant. 

Description of Duties

The FAA will primarily provide support the three projects in all finance and administrative tasks, for smooth preparatory works and successful implementation of the project, and in particular:  

1.    Assist with the planning and preparatory work of the three project activities in South Africa. Monitor status of the projects 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.
2.    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. 
3.    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.
4.    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.
5.    Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
6.    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 in South Africa.
7.    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.
8.    Assist the National Programme Officer and DWT Specialists in the preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities. 
9.    Maintain an overview of the financial situation of each 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.
10.    Prepare administrative and finance related briefing materials for the National Project Coordinator and the DWT Specialists. Keep abreast of the progress report requirements and timetable, providing support to the Project Manager and coordinators for the preparation of the submission. 

optional section (if needed)

11.    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.
12.    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. 
13.    Perform other relevant duties as assigned by the Supervisor.

Required qualifications

Education

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

Experience

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

Languages

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

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures
• Proven ability to take ownership of all responsibilities, to act with integrity and transparency by maintaining social, ethical and organisational norms, and to meet all commitments within the prescribed time, cost and quality standards.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
• Ability to advocate and provide policy advice.
• Ability to deal with people with tact and diplomacy
• Ability to evaluate correspondence and inquiries for best course of action
• Excellent leadership skills, ability to work effectively in a team and excellent interpersonal skills.
• Strong written and verbal communication skills, including the ability to write accurate reports and to build networks to obtain cooperation with partners.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Ability to unite or find convergence in an inclusive manner among diverging perspectives and to build bridges among different stakeholders.

Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.