Senior Finance and Administrative Assistant

1 month ago

Nairobi, Nairobi Area, Kenya International Labor Organization (ILO) Full time

The International Labour Organization ILO is a specialized agency of the United Nations, whose primary goal is to promote opportunities for women and men to obtain decent and productive work in conditions of freedom, equity, security and human dignity and creating jobs of acceptable quality.


Reporting Lines:


Under the Overall responsibility of ILO Country Office in Dar es salaam, the Sr Finance and Administrative Assistant will work under the Programme Manager of the PROSPECTS Programme in Kenya and will be based in Nairobi, Kenya.

He/She will receive additional guidance from the Finance and Administrative Assistant already working on the PROSPECTS Programme as well as from the Finance and Administrative Officer for PROSPECTS in Dar es salaam.

Additional support and collaboration will be coordinated with the global Finance Officer of the Programme in Geneva.
Responsibilities

Analyse, evaluate and monitor 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; field imprest accounts; development cooperation budgets; payment requests related to PROSPECTS.
Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
Monitor accounts regarding allocations and expenditures and makes adjustments to optimize utilization of the PROSPECTS Budgets.

Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information as needed.

Prepare detailed cost estimates and budgetary forecasts. Prepare background information, periodic and ad hoc reports for use in the PROSPECTS programme and budget preparations.

Participate in budget analysis and projections as required and provide information upon request and acts as a Certifying Officer for proposed obligations.

Ensure 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 ILO Office and PROSPECTS Programme.

This includes processing entitlements, issuance of contracts and maintenance of records and files of the Programme.
Lead the preparation of financial data to be included in the Financial Report and Audited Financial Statements.
Train, brief and provide guidance to ILO Project Coordinators on financial and budgetary issues.

S/he will be required to participate in the preparation of training material and in the presentation of formal training courses as required by the project/programme.

Brief and assist staff and consultants on all aspects of administration related matters and provide interpretation of financial and administrative rules, regulations and procedures.

Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings including travel and hotel reservations, travel authorizations and assembling information pertinent to travels.

Review all incoming correspondence which require action: making recommendations regarding the appropriate action to be taken; monitoring deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.

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.

Provide guidance and supervise the work of any administrative and/or other support staff and perform other relevant duties as assigned.

Required qualifications
Education

Completion of secondary school education. Formal training in accounting and /or finance and administrative field would be an asset.

Experience

At least 6 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 command of English

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.

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.

Ability to respond to requests and to deal with visitors with tact and diplomacy and; ability to lead a team and manage a heavy workload under time pressure.

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 with gender-sensitive behaviour and attitudes.

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.

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