Financial and Administrative Project Assistant

Introduction

The project to support the implementation of the PDDRCS in Tanganyika province to support peaceful coexistence between ex-combatants and Twa and Bantu communities was designed as part of the implementation of the Tanganyika transition plan, aimed at the demobilization and reintegration of ex-combatants into their communities and the maintenance of local protection networks after the departure of MONUSCO. Its ambition is to sustainably address the structural causes of conflicts linked to the social and economic reintegration of ex-combatants, women and men, girls and boys, within host communities. This initiative will improve sustainable access to lasting social and economic opportunities that promote peace for demobilized former members of armed groups, as well as for members of host communities.

As part of its implementation in Tanganyika province, particularly in Kalemie and Nyunzu territory; UNICEF, FAO and ILO will work in partnership with local and government structures. Each partner will implement specific components related to its mandate with multi-sectoral coordination, under the leadership of UNICEF (Lead agency). The interventions will be carried out with the aim of strengthening the local capacities of target communities, provincial P-DDRCS teams, respecting the gender dimension, taking into account the specific needs of children and the integration of vulnerable groups based on long-term operational strategies. 

The Administrative and Financial Assistant’s mission is to ensure administrative and financial management, provide support to the project teams and finally ensure financial monitoring for all project activities. This position aims to ensure operational efficiency, accuracy and reliability, compliance with deadlines, internal collaboration and continuous improvement. 

The Administrative and Financial Assistant plays an essential role in the administrative, financial and documentary management of the organization, while providing operational support to the various teams and ensuring effective communication with internal and external stakeholders.

Essential Functions and Responsibilities

Under the overall responsibility of the Director of the ILO Country Office for the Democratic Republic of Congo, Angola, Central African Republic, Congo, Gabon and Chad in Kinshasa, under the direct supervision of the National Project Coordinator, and in close collaboration with the management team of the ILO Office in Kinshasa, the Project/Programme Financial and Administrative Assistant will be in charge of administrative and financial operations, including monitoring of activities planned under the said Project. He/she will perform the following tasks:

• Maintain project financial records and tracking systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reporting.
• Verify, review, process and prepare all documents, including contracts, and ensure accuracy and precision for financial approvals and payments.
• Prepare, on own initiative, correspondence to verify data, respond to queries and ensure necessary follow-up with project and ILO staff, consultants and counterparts. Bring to the attention of relevant officials matters requiring immediate attention.
• Review financial reports from project implementing partners and request additional information thereon, ensuring that such reports comply with ILO rules before submitting them to the Finance Unit.
• Classify and assign budget codes, verify and process payment requests, verify vouchers, prices and invoices for compensation payments.
• Provide administrative and financial support and advice to project staff and consultants on payments, entitlements, travel expense claims and other accounting and financial requirements.
• Consult with the finance unit and the project team on rules, regulations and procedures and inform project staff, partners and consultants of new or revised procedures and practices.
• Prepare recurring reports as scheduled and assist in the preparation of special reports for donor reporting, budget preparation, audits or other purposes.
• Calculate and compile cost estimates and participate in the development of budget analyses and projections, as required.
• Provide support, if necessary, in the preparation and organization of project workshops and meetings.
• Perform other relevant tasks as required.

Required qualifications

Training

• The holder must have completed secondary education. A degree in accounting and/or finance and in the administrative field would be an asset.

Experience

• At least five years of financial and administrative work, with increasing responsibilities.

LANGUAGES

• Excellent knowledge of French. The ability to read, express oneself and write in English will be considered an asset.

Source: https://jobs.ilo.org/job/Kalemie-Assistant(e)-Financier(e)-et-Administratif(ve)-de-Projet-G5(DC)/1095547101/