International Labour Organization Senior Finance and Administrative Assistant Jobs in Kenya

International Labour Organization Senior Finance and Administrative Assistant Jobs in Kenya


Description of Duties

Project support and Administration

  • Coordinate all project finance and administration activities, including, human resources, procurement, transport, IT, security, and administration and ensure they follow ILO rules, regulations, policies and procedures.

  • Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for effectuating expenditures and make adjustments to optimize utilization of funds. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system.

  • Review administrative correspondence and forms, including of a non-routine nature, prepared by other staff, and finalize correspondence requiring research and understanding of operational matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards.

  • 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.

  • Conduct research and statistical analysis related to Finance and Administration issues. Coordinate and prepare budget-related reports and statistics to support the preparation of programme and budget and work plan documentation and financial and technical progress reports for donors. Provide other inputs for internal policy papers or for use in interagency meetings.

  • Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to team members and staff with the view to building knowledge. Provide briefings to staff on operational and administrative issues. Resolve non-standard issues.

  • Attend and participate in meetings and workshops of UN agencies dealing with operational and administrative UN Common System matters. Prepare information notes on key issues and developments and follow up as required.

    Budgeting and Finance

  • Undertake project budgeting, budget revisions and rephasals in order to respond to implementation strategy. Offer technical advice to the project manager on the best course of action in order to align budget with emerging implementation issues. Draft budget related correspondences for review by the Project Manager. Monitor allocation and activity expenditure to advise on the project status through project highlighting approved funds, allocated funds and committed funds for purpose of determining project delivery rates

  • Ensure Project Office compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities through innovative solutions that respond to project implementation. Review emerging practices and where necessary design and recommend financial controls that respond emerging financial risks.

  • Manage projects assets and liabilities and ensure up-to-date records on inventory. Prepare annual assets inventory summaries on asset movements and balances. Ensure that assets are well taken care of according to applicable guidelines and are in working conditions. Ensure that project records are
    safely kept.

  • Process different financial transactions such as purchase orders, travel requests and claims, payment vouchers, payment journals, bank transfers through online banking platform

  • Participate or support in ILO and Donor project audits, review audit and verifications findings, come up with corrective plan, and engage relevant project staff for successful corrective actions

  • Perform other relevant duties as assigned.

    Required Qualifications

    Education

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

    Experience

  • 7 years of progressively responsible finance/accounting and general administration experience. Office support work experience including various senior level support services. Experience of working with an enterprise resource planning (ERP) system could be an advantage..

    Languages

  • Excellent spoken and written knowledge of English. Good knowledge of another official language of the duty station.

    Competencies

  • Excellent knowledge of a range of operational areas.

  • Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.

  • Knowledge of methods and techniques for assessing quality and efficiency of process execution.

  • Knowledge of the substantive nature of ILO programmes and activities.

  • Knowledge of UN Common System policies in the area of administration and operations.

    In addition to the ILO core competencies Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration, this position requires:

  • Ability to interpret and work within the applicable rules, regulations, policies and procedures.

  • Ability to adapt quickly to new software and systems.

  • Ability to coordinate and oversee a broad range of administrative activities.

  • Ability to search, retrieve and compile information from a variety of sources.

  • Good drafting skills.

  • Analytical skills and attention to detail.

  • Ability to supervise support staff.

  • A high degree of discretion with sense of responsibility in dealing with confidential matters.

  • Interpersonal skills, tact and diplomacy when dealing with others.

  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

  • Demonstrated to ability to work and communicate with people in a polite, courteous and cooperative manner.

  • Ability to apply conceptual approaches to accounting and finance.

  • Must display high standards of ethical conduct.

    How to Apply

  • For more information and job application details, see; International Labour Organization Senior Finance and Administrative Assistant Jobs in Kenya


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