Sr. 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.
• Accelerate the Elimination of Child Labour, Improving Working Conditions and Empowering Families in Jasmine Supply Chain in Egypt  (ACCEL Egypt -Harvesting the Future) project aims to eliminating child labour in Jasmine picking through child protection measures and improving working conditions in the Jasmine supply chain in Egypt as well as   addressing the working conditions issues in the Jasmine production through the partnership between Fair Labour Association and the International Labour Organization (ILO).
• This position is required to provide programming and administrative and support to implement project activities in the area of eliminating child labour. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and provides inputs into the design and development of improved programming, administrative and financial services and delivery processes.

Reporting lines: 

• The Senior Administrative and Finance Assistant will provide administrative, operations 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 specialised administrative and financial support functions and services for operational and payment-related work including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
• Compile, analyse and disseminate data and other information for the project and budget preparation and for the review of financial and human resource requirements. Coordinate submissions of project proposals and budget estimates and propose adjustments as required.
• Serve as focal point for the project administrative matters. Initiate requests, prepare standard terms of reference (TOR) in relation to child labour programme and/or project objectives, obtain necessary clearances, process and follow up on administrative actions and resolve issues related to child labour programme and project implementation. Liaise with external partners and attend meetings to provide and gather information.
• Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments. Reviews complex cases making recommendations on improving working procedures in the project.
• Request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules. This includes verifying and processing travel and missions arrangements, seminars, workshops and meetings organisation, minutes taking and drafting correspondence, preparing activities budgets, recruiting and payment of consultants, and service providers, claims for payment, and check payment vouchers, prices and claims invoices. Coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project.
• Participate in the publication of the different language versions (according to language knowledge) of the ETEL’s publications. This includes coordinate the dissemination of publication including the preparation of promotional material, social media cards and lists of contacts for the dissemination.
• Review reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments and authorizations are in conformity with financial rules and regulations. Prepare reports on budget performance comparing approved budgets against actual expenditures and indicating any discrepancies.
• Maintain and update databases. Respond to, or redirect to the most appropriate source, complex administrative queries on programme and budget. Draft correspondence and communications related to all aspects of programme and/or project administration.
• Keep abreast of changes to project and child labour programmes-related policies, procedures, guidelines and processes and provide guidance and deliver training to staff with the view to building knowledge. Oversee and guide the work of the project and other support staff as required.
• 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.
• Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
• 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 seven years of progressively responsible administrative work with supervisory experience.

Languages

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

Source: https://jobs.ilo.org/job/Cairo-Sr_-Administrative-and-Finance-Assistant/1124848901/