RO-Africa seeks to recruit a finance and administrative assistant – Cairo, Egypt

Introduction :

The position will be located in the ILO Country Office in Egypt. The main objectives of the International Labour Organization (ILO) in Africa are to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue on work-related issues.

The project is centrally managed by the ILO Regional Office in Africa. The ROAF has overall political and management responsibilities for the promotion of ILO principles, policies and decent work priorities in the region as well as provides strategic guidance and support to all country offices and Decent Work Technical Support Teams (DWTs) in Africa. Furthermore, the ROAF is responsible for promoting collaboration on decent work issues with continental institutions like the African Union, African Development Bank and United Nations Economic Commission for Africa. The main objectives of the ILO in Africa are to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue on work-related issues.

Africa’s population is rising the fastest. The pressure to provide decent work opportunities for new labour market entrants will be particularly acute in Africa. The ILO in the region has given priority to promoting employment in the rural and informal economies, and underscored the need for action to tackle youth unemployment. Building the capacity of its constituents to contribute more effectively to the achievement of equitable and inclusive growth is a major urgency.

The Admin/Finance Assistant will work on the “Accelerating action for the elimination of child labour in Africa” project. This four year project has the overarching goal to accelerate the elimination of child labour in Africa, through targeted actions in selected supply chains in Cote d’Ivoire, Egypt, Malawi, Mali, Nigeria and Uganda. It will address child labour in a multi-country and multi-sectoral approach, enhancing synergies and developing innovative and evidence-based solutions in contexts where more than one prominent driver of child labour coexist. The outcome of the project will go beyond the targeted countries, thus benefiting the whole region through the promotion of partnerships and knowledge sharing.

The incumbent will perform his/her duties under the direct supervision of the National Project Coordinator and the overall guidance of the Chief Technical Advisor in the Regional Office and the DWT/Cairo Director.

Description of Duties :

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports ;
2. Collect quotations, process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached ;
3. Prepare correspondence on own initiative 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 National Coordinator to matters requiring immediate attention ;
4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules and the donor financial reporting guidelines, before submitting to the Finance Unit ;
5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices ;
6. Perform administrative tasks, including logistical support to the project personnel, travel arrangements (including TA request), visas, hotel reservation, etc., and provide logistics arrangements for meetings, conferences, seminars, and workshops ;
7. 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 ;
8. 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 ;
9. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons ;
10. Assist in the preparation of budget estimates and expenditure, forecasts ;
11. Perform other duties as assigned by the supervisor.

Required qualifications :

Education :

Completion of secondary school education, supplemented by technical courses in accounting and/or finance and administrative field.

Experience :

Five years of progressively responsible project administration work; knowledge and experience of donors and ILO administrative and financial rules and regulations is an asset. Also experience of working in development and socio-economic issues will be an additional advantage.

Languages :

Excellent knowledge of English and good knowledge of Arabic language

Competencies :

• ITC proficiency: word processing, spreadsheet, PowerPoint, data base software, as well as computer software packages required for work ;
• Ability to organize own work and efficiently manage time ;
• Ability to maintain records and prepare clerical reports and financial statements ;
• Ability to work well with colleagues ;
• Ability to evaluate correspondence and inquiries for best course of action ;
• Ability to obtain services from other work units inside or outside the office for completion of tasks ;
• Capability to adapt own behaviour to professional requirements and contexts ;
• Good knowledge of accounting principles and practices ;
• Knowledge of the accounting and finance procedures and regulations of the office ;
• Demonstrated ability to apply finance and accounting methods ;
• Ability to deal with clients and to respond to their queries.