Senior Administrative and Finance Assistant

Introduction

The Egyptian National Child Labour Survey (2010) reported that there is a total of 1.8 million working children in Egypt, out of which 1.6 million children are engaged in hazardous or unlawful forms of work.  

• The Government of Egypt has expressed strong political will to accelerate actions on the elimination of child labour. Accordingly, with the support of ILO, the Government of Egypt, led by the Ministry of Labour (MOL), launched the National Action Plan for Combating Child Labour and Supporting Families (2018-2025) (NAP). In the NAP, Egypt identified roles and objectives of the Governmental agencies, employers’ and workers’ organizations responsible for assisting children in or at risk of child labour and promoted joint actions towards tackling this issue.
• Combating the Worst Forms of Child Labour in Small Industries and Streets by Supporting the Implementation of the National Action Plan in Egypt project. (Empowerment through Education and Learning, ETEL Egypt) aims to strengthen the existing Tripartite National Steering Committee responsible for implementing the NAP and its initiatives, proposals, and recommendations that enhance children protection from the worst forms of labour (WFCL). In addition, ETEL seeks to enhance the capacities of governmental institutions, private sector, employers’ and workers’ organizations to effectively combat child labour as per their roles outlined in the NAP. Additionally, it aims to raise awareness about the detrimental social, psychological, physical, and economic impacts of child labour, while providing direct support to 3000 boys and girls, who are engaged or at risk of being engaged in child labour, particularly its worst forms. Furthermore, ETEL project aims to provide the necessary infrastructure to deliver educational, social, psychological, and livelihood services within targeted areas to ensure the sustainability of the project activities that contributing to the sustainable withdrawal of children from the WFCL and supporting their families within the framework of implementation of the activities of the NAP.
• This position is required to provide administrative and finance support to implement activities in the area of eliminating child labour. Incumbent is responsible to handle all related admirative and financial issues to ensure efficient and smooth implementation of project activities.

Reporting lines: 

• The Senior Administrative and Finance Assistant will provide administrative and finance support to the project and will report directly to the Project Manager and liaise with the National Project Officer under the overall responsibility of the Decent Work Team / Country Director for Egypt and Eritrea.

Description of Duties

• Perform a range of admin and financial support functions for operational and payment-related work including initiating and processing financial transactions in the ERP system and verifying that information and supporting documents is in compliance with financial rules and regulations, policies, procedures and applicable standards.
• Assist project staff with interpretation of admin rules and regulations. Make travel and hotel reservations, prepare and assemble information pertinent to the purpose of travel. Maintain records of financial and admin actions. Maintain tracking, monitoring and reporting systems regarding allocations and expenditures, analysing expenditures and making proposals for corrective measures.
• Organize meetings, events, and trainings. Coordinate all important admin arrangements for conducting workshops/seminars and trainings, as required. Coordinate all important admin arrangements for conducting workshops/seminars and trainings. This includes preparing budgets, recruitment and payments, coordinate travel arrangement and drafting relative correspondence.
• Participate in the management and reporting activities to the donor. This includes, under the leadership and supervision of the project manager, to contribute to the preparation of the Project Annual Progress Reports, Evaluability Assessment and Mid-Term Evaluation, in particular on the financial side.
• Prepare own initiative correspondence and reports, as required, on general admin or other related tasks. Prepare periodic statistics and reports. Provide clarification and explain variety of rules and admin procedures and acts as focal point of some project activities, involving liaison with others ILO’s units and ensure smooth functioning of the project admin and operation support.
• Brief staff, experts and/or consultants on admin procedures. Respond to queries. Undertake research to provide elements of response to queries. Participate in internal meetings.
• Draft and clear on own initiative admin correspondence relative to budgetary matters to verify data and answer queries. Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with project personnel and other organizational units on the submission of reports and correspondence.
• Prepare background information, detailed cost estimates, and periodic and ad-hoc reports for use in programme and budget preparations. Participate in budget analysis and projections. In close collaboration with other admin and operation support staff, through the provision of management and admin support to the project, coordinate processing of entitlements, issuance of contracts and maintenance of records and files.
• Carry out all operations required for expenditures, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting documents and making payments. Reviews complex cases making recommendations on improving working procedures in the project. Request information on the financial reports of project implementing partners, ensuring compliance with ILO rules. This includes verifying and processing claims for payment, and check payment vouchers, prices and claims invoices.
• Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear admin correspondence relative to budgetary matters to verify data, answer queries and obtain information.
• Participate in the publication of the project. This includes coordinate the dissemination of publication including the preparation of promotional material, social media cards and lists of contacts for the dissemination.
• Perform other relevant duties as assigned.

Required qualifications

Education

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

Experience

• At least six years of progressively responsible administrative and finance work with supervisory experience.

Languages

• Excellent knowledge of English and good working knowledge of Arabic.

Source: https://jobs.ilo.org/job/Cairo-Senior-Administrative-and-Finance-Assistant-G6/1131832201/