Finance and Administrative Assistant
2 weeks ago
Job Description
Description
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The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. The only tripartite U.N. agency, the ILO brings together governments, employers and workers representatives of 187 member States, to set labour standards, develop policies and devise programmes promoting decent work for all women and men. Today, the ILO Decent Work agenda helps advance the economic and working conditions that give all workers, employers and governments a stake in lasting peace, prosperity and progress.
The ILO Projects' Office in Iraq is composed of 30 staffs based in Baghdad and Erbil working on a range of projects under a Decent Work Country Programme, agreed with the Government of Iraq and Social Partners. The DWCP covers all aspects of the ILO mandate from Employment to Labour Standards, Social Protection and Social Dialogue.
The ILO portfolio in Iraq has recently grown, there is a need for additional Administrative and Financial support (a) to ensure ILO rules and Regulations are applied systematically across and within projects, at the same (b) that workflows and processes are implemented in a timely manner in order to ensure a smooth implementation of activities. (c) support the operations support unit composed of finance and administrative assistants, local security assistants and drivers.
The Incumbent will be providing these services to all projects currently being implemented in Iraq. The Finance and Administrative assistant will report to the Operations Officer based in Baghdad, and work in close coordination with operations support unit team, Project Managers, C/RAS and the Financial and Administrative unit in the Regional Office for Arab States.
- Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
- Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
- 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 concerned officials to matters requiring immediate attention.
- Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
- Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
- Provide administrative and financial backstopping support and guidance to 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 and consultants of new or revised procedures and practices.
- Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
- Calculate and compile cost estimates and participate in budget analysis and forecasts as required
- Provide support, when necessary, in the preparation and running of project workshops and meetings.
- Provide support services to the Iraq Country Coordinator by preparing, drafting and finalizing general and administrative correspondence and undertaking quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. The provision of informal translations is also needed.
- 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 five years of progressively responsible financial and administrative work.
Languages:
- Excellent knowledge of English and Arabic. Fluency in Kurdish is a must
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