Finance and Administrative Assistant – PROSPECTS

Introduction

Jordan is facing a prolonged forced displacement crisis and the country is at an inflection point, given the scope, scale and protracted nature of the displacement. The ILO supports Jordan through a range of programmes, including PROSPECTS, which is now in its second phase of implementation, which extends over the period 2024-2027. The five implementing agencies of PROSPECTS– ILO, World Bank, International Finance Cooperation, UNHCR and UNICEF aim to leverage their comparative advantages and areas of expertise to programme complementary and interdependent interventions that address three areas where challenges negatively affect the livelihoods and well-being of Jordanians, refugees and other vulnerable groups: education, employment, and protection. The ILO’s competitive advantage in the partnership in Jordan makes it well placed to support: the creation of livelihoods opportunities and the transition to formal employment for Jordanians, Syrians refugees and other vulnerable groups; and promotion of labour protection for all workers. It is doing so by supporting the development of market relevant skills, enhancing career guidance and employment placement services, promoting cooperatives development, fostering an enabling regulatory environment for labour protection and the expansion of social protection to vulnerable groups of workers.

The role of the Finance and Administrative Assistant is crucial to fulfill the administrative and financial tasks to ensure the smooth operational support to the PROSPECTS programme.

Reporting Lines

The position is based in Amman and reports directly to the PROSPECTS Project Manager, while closely coordinating with the PROSPECTS National Administrative/Finance Officer. The incumbent will carry out both administrative and financial tasks within the policy and procedural requirements established by the ILO, as well as any specific requirements from the donor to support the overall activities of the project.

Description of Duties

Administration and operations:

• Create contracts, agreements, and purchase orders in IRIS according to ILO’s rules and regulations for the PROSPECTS project, as well as shared cost POs for the ILO Amman Office. This includes preparing required supporting documents such as RFQs, RFPs, comparison sheets, evaluation sheets, required specifications, budget breakdowns, approvals, TORs, and other necessary documentation.

• Assist the project team with the procurement process, ensuring the fair procurement of goods and services in line with ILO guidelines. Ensure effective use of resources and apply value-for-money principles throughout the procurement process and activities to facilitate smooth project implementation in a timely manner.

• Prepare and draft correspondence in both Arabic and English as needed 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.

• Translate documents, including emails, letters, reports, and other official documents, from English to Arabic and vice versa as requested and provide interpretation services in English and Arabic during meetings, workshops, field visits, and other events as required.

• Maintain proper soft and hard filing systems (using hard copies only when essential to remain green) for all related documents of the project.

• Draft minutes of meetings for documentation, identifying action items whenever needed.

Description of Duties (Cont’d)

• Organize logistical and administrative arrangements for activities such as meetings, project events, conferences, workshops, seminars, campaigns, field visits, ceremonies, and other events under the project. Ensure all requirements are arranged in advance, including location, meals, equipment, stationery, transportation, printing materials, and more.

• Submit Travel Requests and Travel Claims in IRIS, and prepare documents needed for missions, including security clearance, visa, tickets, and accommodation.

Finance tasks:

• Assist in preparing financial plans, budgets, budget revisions, and financial reports (estimates, budgets, resourcing plans/tables, etc) by compiling information and statistics for budgetary and financial updates and reports.

• Track and handle the preparation, review, and processing of payments and receipts for the PROSPECTS project, including any shared cost POs.

• Monitor, review, and process Implementation Agreement payments, ensuring the submission of cash books, financial reports, and all relevant supporting documents for complete, accurate, and organized documentation in both hard (if needed) and soft copies.

• Support in monitoring expenditures and the delivery rate for the project, keeping superiors updated with the latest figures to ensure structured fund spending.

Description of Duties (Cont’d)

• Assist in preparing briefs, periodical reports, and statistical data on the status of programs and projects.

• Support in any other duties as requested by the direct supervisor and the PROSPECTS Admin and Finance Officer.

Required qualifications

Education

Completion of secondary school education. Diploma or University Degree in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of progressively responsible financial and administrative work, preferably in the UN system and /or international organizations.

Languages

Excellent knowledge of English and Arabic (verbal and written).

Competencies

In addition to the ILO core competencies (Integrity and transparency, sensitivity to diversity, orientation to learning and knowledge sharing, client orientation, communication, orientation to change, takes responsibility for performance, quality orientation, collaboration), this position requires:

• 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).

Competencies (cont’d)

• 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.

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.