Finance and Administrative Assistant

Following several discussions in 2017 and 2018 of a document entitled “ILO cooperation with the tobacco industry in the pursuit of the Organization’s social mandate”, the ILO Governing Body, at the end of its 334th session in November 2019, welcomed the Integrated Strategy to address decent work deficits in the tobacco sector 2019/2022 submitted by the Director General and requested its further development.  It further requested the Office to a) organize a tripartite meeting with directly affected countries (among others) and social partners in the tobacco sector; b) present an update on the costed and time bound integrated strategy to the 337th GB session in November 2019; c) continue the on-going project-based efforts to eliminate child labour using RBSA funds and other public funds in the short term; and d) continue efforts to mobilize various sustainable sources of funding from the public and private sector with appropriate safeguards.

The project “Decent Work Deficits in Tobacco Sector in Tanzania and Zambia is addressed” aims to support the implementation of the Integrated Strategy above through four inter-related outcomes:

1. Policy coherence and support to decent work in the agriculture sector enhanced   
2. Social partners with strengthened  capacity to promote social dialogue  
3. Tobacco-growing communities are assisted to address decent work deficits, including child labour, and to transition to alternative livelihoods      
4. Partnerships are promoted for a sustained implementation of the ILO Integrated strategy to address decent work deficits in the tobacco sector

This project will respond to the final decision above of the Governing Body and comments from the Committee of Experts on the Application of Conventions and Recommendations (CEACR), and will follow up on the conclusions of country-level consultations held by the ILO during the first semester 2019 in the Tanzania and in Zambia. As such, the project seeks to strengthen the virtuous cycle between ILO’s normative action and technical assistance and will further strengthen constituents’ capacity to respond to the SDG Agenda, in particular to goals 8 and 2.The project will also continue to build on the lessons learnt from previous child labour projects including the Public-Private Partnerships between the ILO and Japan Tobacco International (JTI/ARISE II) and the Eliminating Child Labour in Tobacco Foundation (ECLT).

A Finance and Administrative Assistant will be hired for twelve months by the ILO and will provide administrative and financial support and guidance for Project management.

Reporting lines:
Under the overall responsibility of the ILO Country Office Director for United Republic of Tanzania, Kenya, Rwanda, Uganda and Burundi, the Finance and Administration Assistant will report and work under the guidance of the Chief Technical Adviser and the National Project Coordinator.

1. Provide administrative and financial support and guidance for Project management and staff with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
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2. Assist in the preparation of budget estimates and expenditure, forecasts.
3. Assist in processing payment requests and maintaining project financial transactions in accordance with the ILO financial rules and regulations; Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
4. Collect quotations, draft contracts and agreements with partners and suppliers.
5. Assist in providing information to project’s Implementing Partners on ILO administrative and financial procedures. Inform potential difficulties that may arise from the administrative and financial management
6. Perform administrative tasks, including logistical support to the project personnel, travel arrangements (including TA request), visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars, and workshops
7. Provide support for incoming and outgoing missions, and provide briefing materials and support to project staff undertaking project activities.
8. Consult with Finance Unit and Programming Unit on rules, regulations and procedures, and inform project staff, partners, consultants of new or revised procedures and practices
9. Process contracts for financial clearance and payment, assist in drafting terms of reference for project external collaboration contracts and service contracts; and ensure all necessary supporting documents are attached, under the guidance of the Chief Technical Adviser and National Project Coordinator.
10. Calculate and compile cost estimates, and participate in budget analysis and projections as required by the NPO and Project Coordinator.
11. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements, and other data for daily transactions and reports.
12. Perform other tasks as requested by the Chief Technical Adviser and the National Project Coordinator

Completion of secondary school education plus formal training in accounting and/or finance and administrative field from a recognized commercial school or equivalent.

Six years of progressively responsible financial and administrative work, and some training in an administrative field.

Excellent knowledge of English and good knowledge of one working language of the duty station

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.