Senior Finance and Administrative Assistant – G6

Introduction

The position is located in the METI project, which is part of the of the Investment, Sectoral Strategies and Transitions IST Team of the Employment Investment (EMPINVEST) branch of the Employment, Policy, Job Creation and Livelihoods Department.  EMPINVEST mainstreams employment and decent work into investments, trade and sectoral strategies from policies to the operational programmatic level. A major work area of the IST team is the promotion of employment considerations into trade, investment, industrial and general sector policies. The project “Mainstreaming Employment into Trade and Investment in the Southern Neighbourhood METI, Phase II” of the EU, following the previous METI project, phase I (2020-2024) is a four-year regional project implemented by the International Labour Office (ILO) and financed by the European Union (EU), DG NEAR. METI II builds on the foundational analysis and studies carried out under METI I but focusses on the implementation of the derived recommendations. Its action-oriented approach can be therefore placed under the slogan “from export potential to employment reality”. The overall objective of METI II will be to design and implement trade and investment policies and measures that optimise the quantity and quality of employment created, in particular for women and youth, and MSMEs.

Reporting Lines:

The Senior Financial and Administrative Assistant will provide administrative and financial support to the METI project and will report directly to the Programme Manager of the project. The incumbent will closely cooperate with the G5 admin assistant of the project and liaise closely with the Trade and Employment Officer in Beirut and the Junior Trade and Employment Officer at the HQ to ensure the effective implementation of the project as well as with other project staff.

Description of Duties

1. Perform a range of specialised administrative and financial support functions and services for operational and payment-related work of the project 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. Responsible for planning and monitoring the project use of funds. Participate in the preparation of the budget’s analysis and projections.

2. Maintain detailed records of financial and administrative actions and update the databases.

3. Control the project’s accounts regarding allocations and expenditures and making adjustments to optimize utilisation of funds. Maintain tracking, monitoring and reporting systems regarding allocations and expenditures, analysing expenditures and making proposals for corrective measures.

4. Participate in the management and reporting activities to the donor (EC). This includes, under the leadership and supervision of the programme manager and other project staff, to contribute to the preparation of the Project Annual Progress Reports, Evaluability Assessment (EA) and Mid-Term Evaluation (MTE) and entry relevant information into the Operational System used by the European Commission (EC) for external actions and reporting, in particular on the financial side.

5. Organize meetings (face to face and hybrid) and trainings in Turin and in the project partner countries of the MENA region. Coordinate all important administrative arrangements for conducting workshops/seminars and trainings.  This includes preparing budgets, recruitment and payment of resources persons, coordinate travel arrangement and drafting relative correspondence.

6. 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 claims for payment, and check payment vouchers, prices and claims invoices.

7. Provide clarification and explain variety of rules and admin procedures and serves as focal point of some project activities, involving liaison with others ILO’s units (BUD/DC, FINANCE, and ILO Brussels) and ensure smooth functioning of the project admin and operation support.

8. Brief staff, experts and/or consultants on admin procedures. Respond to queries from inside and outside the organization. Undertake research to provide elements of response to queries. Participate in internal meetings to provide information on admin matters.

9. Participate in the publication of the different language versions (according to language knowledge) of the METI’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.

10. Draft and clear on own initiative admin correspondence relative to budgetary matters to verify data and answer queries. 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 personnel and other organizational units on the submission of reports and correspondence. Prepare project summaries including periodic admin statistics and reports.

11. Advise and assist project staff with interpretation of admin rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.

12. Provide guidance and supervise the work of junior admin support staff.

13. Undertake other duties as required.

Required qualifications

Education

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

Experience

• At least seven years of progressively responsible administrative work with supervisory experience at the international level.
• Previous knowledge of the ILO and its admin procedures would be an asset.

Languages

Excellent knowledge of English, and good working knowledge of Arabic language.

Competencies

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 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. ERP system),
• Ability to lead a team and manage a heavy workload under time pressure.
• Thorough knowledge and understanding of complex 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 /program 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.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.