Finance and Administrative Assistant – G5(DC)

Introduction

–    The position is located in the new ILO Country Office Ukraine based in Kyiv. This G5 position provides a full range of advanced project, administrative and finance support functions communication activities. 

–    Within the framework of the Danish Neighbourhood Programme (DANEP) 2017-2021 (Extended until June 2024), the Government of Denmark is providing support to the Government of Ukraine to implement a thematic programme on Sustainable and Inclusive Economic Development. In this context, the ILO will implement a project aimed at positively impacting the inclusiveness of the Ukrainian labour market. Entitled “Inclusive Labour Markets for Job Creation”, the project aims at supporting the public employment service agency and other labour market stakeholders in modernising their services and putting in place local partnerships for employment; working with the relevant national institutions and the social partners to address the skills mismatch and promote entrepreneurship development; supporting social dialogue mechanisms at the central and local levels concerning critical issues on the labour market, such as wages, undeclared work, and gender discrimination; and building the capacity of social partners in a systematic and strategic way.

–    The Government of Belgium is providing support to Ukraine to address the issues of labour exploitation and human trafficking and improve entrepreneurship development. In this context, the ILO will implement a project entitled “ILO Support to Ukraine – prevention of labour exploitation and human trafficking, support to entrepreneurship development and social partners” at achieving these goals. In this context, the ILO will implement a project aiming at supporting the State Labour Service (SLS) and other labour market stakeholders in modernizing their services and improving entrepreneurship development. 

–    The Administrative and Finance Assistant (AFA) is expected to provide administrative and financial support for the project ““Inclusive Labour Markets for Job Creation” and the Belgian Government funded project “ILO Support to Ukraine – prevention of labour exploitation and human trafficking, support to entrepreneurship development and social partners”.
 

 

Reporting lines

The position reports to the Chief Technical Adviser. The incumbent will work in close cooperation with the two national project officers and the senior project assistant. 

Description of Duties

1.    Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 

2.    Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments, then process the same in ILOs internal transaction and resource processing system IRIS.

3.    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 concerned officials to matters requiring immediate attention.

4.    Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting for financial approval. 

5.    Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.

6.    Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.

7.    Consult with Finance Officer and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

8.    Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. Extract reports and financial status reports from IRIS

9.    Calculate and compile cost estimates and participate in budget analysis and forecasts as required. Handle disbursements from petty cash fund and maintain records of such disbursements. 

10.    Provide support, when necessary, in the preparation and running of project workshops and meetings, both online and in person, on site and off site. 

11.    Make travel arrangements and hotel reservations, and preparation of materials for missions. 

12.    Cover for other admin assistants during their absence and prepare handovers and handback documents.

13.    Perform other relevant duties as assigned, including those requested by CO-Director. 
 

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance and administrative field.

Experience

At least five years of progressively responsible financial and administrative work.

Languages

Excellent knowledge (written and spoken) of English and Ukrainian languages. 

Competencies

–    Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. 
–    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. 
–    Good analytical skills. 
–    Ability to reason and make sound judgements.
–    Ability to maintain financial records and prepare accounting reports and statements.
–    Demonstrate responsible behaviour and ability to pay attention to detail. 
–    Ability to deal with confidential matters with discretion. 
–    Display high standards of ethical conduct. 
–    Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS). 
–    Ability to evaluate correspondence and inquiries for best course of action. 
–    Ability to respond to work related inquiries in an appropriate manner. 
–    Ability to obtain services from other work units inside or outside the office for completion of tasks. 
–    Ability to communicate effectively both orally and in writing. 
–    Ability to work on own initiative as well as a member of a team. 
–    Organizational skills. 
–    Ability to deal with people with tact and diplomacy. 
–    Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.