International Labour Organization Finance and Administrative Assistant Jobs in Uganda

International Labor Organization Finance and

Administrative Assistant Jobs in Uganda

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.

    External candidates*

  • The recruitment process for General Service positions is subject to specific local recruitment criteria.
  • The ILO may only offer a contract to persons who are Ugandan.

    Introduction

    Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions and collaboration across the multilateral system and beyond.

    These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment.

    The Partnership will be grounded on results-based and country-led approaches (“bottom up”) in two identified regions: MENA and the Horn of Africa with Uganda being one of the Target Countries.

    The programme aims to accelerate efforts to find sustainable solutions for countries confronted with large influxes of refugees.

    It will also aim to develop and implement evidence-based solutions, tailored to each context – as well as to test, and learn from, innovative operational solutions, including improving the availability, collection and use of data and evidence.

    Within the policy and procedural requirements established by the ILO and the programme, the Finance and Administrative Assistant will support the financial management of the Partnership programme in Uganda, preparing purchase orders, undertaking all financial transactions, monitoring expenditures and ensuring that the procurement and contract management of the project are conducted in compliance with the ILO’s relevant rules and regulations.

    Description of Duties

  • Analyses, evaluates and monitors a variety of complex financial documents, accounts to identify and investigate anomalies or wrongly posted transactions and to determine corrective action.
  • These may include general ledger accounts, such as: major operating bank accounts; requests for replenishments of field bank accounts; field imprest accounts; development cooperation budgets; payment requests related to the project.
  • Carries 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.
  • Monitors accounts regarding allocations and expenditures and makes adjustments to optimize utilization of the funds.
  • Drafts and clears administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
  • Prepares detailed cost estimates and budgetary forecasts.
  • Prepares background information, periodic and ad hoc reports for use in programme and budget preparations.
  • Participates in budget analysis and projections as required and provides information upon request.
  • Acts as a Certifying Officer for proposed obligations.
  • Ensures smooth functioning of the project administration 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.
  • Participates in the preparation of financial data to be included in the Financial Report and Audited Financial Statements.
  • Briefs and assists international staff, experts and consultants on all aspects of administration related matters.
  • Provides interpretation of financial and administrative rules, regulations and procedures.
  • Participates in the organization of special meetings and coordinates all important administrative arrangements for conducting workshops/seminars and trainings.
  • Makes travel and hotel
    reservations, prepares travel authorizations and assembles information pertinent to the purpose of travel.
  • Provides guidance and supervises the work of junior administrative and/or other support staff.
  • Performs other relevant duties as assigned.

    Required qualifications

    Education

  • Completion of secondary school education with formal training in accounting and/or finance, business administration or related field.

    Experience

  • Six years of progressive experience in administrative and Finance Management of projects with considerable knowledge of procedures related to the Finance/Accounting and Administration with in depth grasp of financial principles and practises.
  • Supervisory experience and familiarity and Knowledge of financial rules, regulations and operations of the ILO or any other UN organisation is an added advantage

    Languages
  • Excellent knowledge of English and good knowledge of another official language of the duty station.

    Competencies
  • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
  • Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g. IRIS).
  • Ability to obtain services from other work units inside or outside the office for completion of tasks.
  • Ability to lead a team and manage a heavy workload under time pressure.
  • Thorough knowledge and understanding of complex financial, administrative guidelines and procedures as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
  • Good knowledge of work of the project /programme and the work carried out in other work units.
  • Ability to respond to requests and to deal with visitors with tact and diplomacy.
  • Ability to search and retrieve information from databases and compile reports.
  • Ability to deal with confidential matters with discretion and demonstrate responsible behaviour with attention to detail.
  • Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
  • Proven ability to take ownership of all responsibilities, to act with integrity and transparency by maintaining social, ethical and organisational norms, and to meet all commitments within the prescribed time, cost and quality standards.
  • Ability to work effectively in a team, when under pressure and have excellent interpersonal skills.
  • Strong written/verbal communication skills, including the ability to write accurate financial reports

    Recruitment process
  • Please note that all candidates must complete an on-line application form.
  • To apply, please visit the ILO Jobs website.
  • The system provides instructions for online application procedures.
  • Assessed candidates who will be considered as appoint-able but not selected for this position, can also be offered to be assigned on another temporary position at the same or a lower grade provided that the said candidate possesses the minimum qualifications for this position.

    Fraud warning
  • The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage.
  • Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded.
  • In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

    How to Apply
  • Interested and qualified candidates should apply online by 26th April 2019
  • For more information and job application details, see; International Labour Organization Finance and Administrative Assistant Jobs in Uganda

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