Senior Administrative and Finance Assistant

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Description

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• Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
• Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme.
• Maintain, contact and liaise with concerned technical units at Headquarters and in the Field, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.
• Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
• Brief and assist international staff, experts and consultants on all aspects of administration-related matters.  Provide interpretation of administrative rules, regulations and procedures.
• Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.
• Keep management informed of the contractual status of staff and the status of non-staff resources of the organizational unit. Identify/anticipate potential staff contract-, budgetary- and HR-related issues and make suggestions for their resolution.
• Oversee a range of administrative- and finance-related support services, including for the APs, ensuring compliance with applicable standards. Evaluate ongoing support requirements, adapt service provision to meet changing needs and priorities and resolve operational support issues
• Under delegated authority, act as certifying officer and ensure the effective internal financial control and the sound administration of the organizational unit’s funds under all sources of funds. Oversee, review and certify financial transactions ensuring that they are in conformity with the ILO’s financial rules and regulations and the requirements of relevant administrative rules and procedures. Coordinate year-end financial closure processes. Process more complex financial transactions, such as programme allocation changes, personnel actions, development cooperation (DC) budget revisions, transfers of expenditure, virtual credit card (VCC) payments and treatment of supplier invoices in case of discrepancies and matching issues. Act as replacement/back-up certifying officer for other organizational units in collaboration with other certifying officers or when requested by BUDFIN.
• Maintain accurate financial monitoring and reporting of staff and non-staff resources. Prepare staffing tables and other financial reports for management. Prepare and consolidate operational budget information to assist management with informed decision making in relation to Programme and Budget preparation, DC portfolio management and work planning exercises. 
• Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
• Perform other relevant duties as assigned.

• Completion of secondary school education and formal training in relevant administrative area. 

• At least seven years of progressively responsible administrative work with supervisory experience. 

• Excellent knowledge of one working language of the Office (English, French or Spanish), and good working knowledge of one other.

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