Responsibilities

• Description of Duties

  1.    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 of field bank accounts; field imprest accounts; development cooperation budgets; payment requests related to the project.
  2.    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. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules financial reporting guidelines, before submitting to the Finance Unit.
  3.    Assist in monitoring accounts regarding allocations and expenditures and makes adjustments to optimise utilisation of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
  4.    Prepare detailed cost estimates and budgetary forecasts. Prepare background information, periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections as required and provides information upon request. In addition, participate in the preparation of financial data to be included in Financial Report and Audited Financial statements. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
  5.    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 project. This includes processing entitlements, issuance of contracts and maintenance of records and files. 
  6.    Arrange and participate in the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises.
  7.    Brief and assist international staff, experts and consultants on all aspects of finance and administration related matters. Provide interpretation of financial and administrative rules, regulations and procedures. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
  8.    Coordinate and performs all the project administrative tasks, including logistical support to the project personnel on travel arrangements (including Travel Transactions (TT) request) in the ILO's ERP system, visas, hotel reservation, etc. and provide logistics and administration arrangements for conferences, seminars, workshops, training sessions and meetings. Including participating in organised meetings or workshops.
  9.    Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.

  Description contd.

  10.  Review all incoming correspondence, which requires action: making recommendations regarding the appropriate action to be taken; monitoring deadlines for responses, follow up with various project personnel 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. Also, prepare correspondence to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the project manager to matters requiring immediate attention.
  11.    Assist in preparing Purchase Orders (POs) and TTs in IRIS and external collaboration and service contracts. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contract used with each activity, and ensure all necessary supporting documents are attached.
  12.    Keep abreast of changes to financial rules and regulations, policies, procedures and other developments and provide guidance to staff on financial related matters with the view to building knowledge.
  13.    Perform other relevant duties as assigned by the Supervisor