The International Labour Organization (ILO) has an office in Dar es Salaam and has been an active partner with the United Republic of Tanzania since the country joined the organization in 1962. The ILO provides technical and financial support to the Tanzanian government and social partners to promote decent work and social justice. This involves guiding policymakers to create employment-rich growth and supporting initiatives that provide skills training, entrepreneurship development, and resources for youth, including through the Joint Programme on Youth Employment.

The Senior Finance and Administrative Assistant will work under the supervision of the Team Leader (TL) and in collaboration with the Programme and Finance Unit of the CO Dar-es-Salaam, with overall report to the Director of the Country Office in Tanzania.

Description of Duties

Under the supervision and guidance of the Team Leader, the Senior Finance and Administrative Assistant will provide administrative and financial support to processing contracts, budgets, and administrative tasks through the ILO Integrated Resource Information System (IRIS). The Senior Finance and Administrative Assistant will work in close collaboration with the project team, and more specifically the deputy team leader, the dairy and tourism portfolio managers, the knowledge and communications officers, and the MRM officers.

The activities will involve all the administrative and financial aspects of the project. Specific duties to be performed include the following:

• Ensure smooth functioning of the project administration, office management 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
• Perform specialized finance support functions and services for operational and payment-related work for the project, including initiating and processing financial transactions and verifying that information and supporting documentation is in compliance with ILO financial rules and regulations, policies, procedures and applicable standards.
• Advise and assist project staff with interpretation of administrative rules, regulations and procedures.
• Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme.
• Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.
• 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.
• Brief and assist staff, experts and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures.
• 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/programme personnel and other organizational units on the submission of reports and correspondence.
• Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections, as required.
• Provide information upon request.
• 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.
• 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.
• Provide guidance and supervise the work of junior administrative and/or other support staff.
• Arrange for the local procurement, maintenance and safekeeping of equipment, furniture, vehicles, and supplies for the office, as well as the maintenance and security of office premises.
• Register suppliers, prepare purchase orders as well as goods and service contracts
• Perform other relevant duties as assigned by the TL.

Required qualifications

Education

• Completion of secondary school education with formal training in accounting and/or finance and administrative field from a recognized commercial school or equivalent.
• University degree in Accounting, Administration, Finance or related subject would be an advantage.

Experience

• At least six years of operational and/or administrative support work experience, including providing financial operations support services.
• Experience of working with an enterprise resource planning system (ERP) is also required.
• School suppliesOnline learning resources

Languages

• Excellent command of English (written and spoken).

Competencies

• Knowledge of financial and administrative management processes, experience with financial rules and procedures.
• Knowledge of finance and admin operations in an UN organization would be an advantage.
• Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
• 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 work in a team and to work under pressure and deliver within strict deadlines.
• Excellent interpersonal skills and ability to problem solve to best support the project team in implementing activities, workshops, etc.
• Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• 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 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.
• Must demonstrate responsible behaviour, including a sense of responsibility to work with confidential material and maintain data integrity, and attention to detail.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
• 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.

Fraud warning

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Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities.

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