Introduction

Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions and collaboration across the multilateral system and beyond. These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment.

The majority of refugee populations are hosted by low- and middle-income countries. As displacement has become increasingly protracted, responses are becoming more focused on durable solutions to support more dignified, inclusive and comprehensive programmes for refugees and the communities that host them to facilitate self-reliance and empowerment and strengthen social cohesion. It is paralleled by regional and country-level efforts in several areas, including in the Middle East and North Africa region and in the Horn of Africa.

In this context, the Government of the Netherlands has launched a new four-year partnership initiative built on the combined strengths, experience and values of specific development and humanitarian organizations to develop a new paradigm in responding to forced displacement crises. The partners include: the Government of the Netherlands, the International Finance Corporation (IFC), the ILO, the UNHCR, UNICEF and the World Bank. The Partnership aims to help transform the way governments and other stakeholders, including the private sector, respond to forced displacement crises – and in particular: (1) to enhance the enabling environment for the socio-economic inclusion of forcibly displaced persons (to mitigate their plight during years of exile and to best prepare them for their return); (2) to enhance access to education and child protection for vulnerable children on the move; and (3) to strengthen the resilience of host communities through inclusive socio-economic development that also benefits forcibly displaced persons.

The Partnership will be grounded on results-based and country-led approaches (“bottom up”) in two identified regions: MENA and the Horn of Africa. The programme aims to accelerate efforts to find sustainable solutions for countries confronted with large influxes of refugees. It will also aim to develop and implement evidence-based solutions, tailored to each context – as well as to test, and learn from, innovative operational solutions, including improving the availability, collection and use of data and evidence.

The ILO’s vision within the Partnership is: To strengthen decent work in countries impacted by forced displacement to mitigate stress factors at all levels and support inclusive socio-economic enablers for access to labour markets and empowerment of host communities and of forcibly displaced populations.

Within the policy and procedural requirements established by the ILO and the programme, the Administrative and Finance Officer will support the financial management of the Partnership programme in Uganda and Kenya, work in close cooperation with Finance and Administrative Assistants based in Uganda and Kenya, and ensure that the procurement and contract management of the project are conducted in compliance with the ILO’s relevant rules and regulations.

Reporting lines:

Under the overall responsibility of the ILO Country Office Director in Dar es Salaam, the Finance and Administrative Officer will work under the guidance of the CTA of the Partnership Programme (DDG-P) in Head Quarter-Geneva.  

Description of Duties

1. Prepare expenditure forecasts, budget proposals and estimates for all sources of funds. Assemble and present statistical information. Maintain financial records of allocations, expenditure control data and reconciliation statements of expenditures for all sources of funds. Monitor the operations of US dollar and local currency accounts and ensure an adequate balance of deposits. Keep custody of the accounting records for office imprest account.
2. Compute payroll for office and project personnel. Execute appropriate payments to staff and for locally purchased goods and services. Ensure the preparation of monthly imprest reports. May serve as certifying officer for the disbursement of funds.
3. Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects.
4. Responsible for the issuance, processing, control and conservation of documents relating to a variety of personnel actions, and monitor and ensure that these actions are taken in accordance with established policies and procedures.
5. Monitor, process and document transactions concerning staff entitlements, benefits and privileges, and provide guidance and information to staff on rules, regulations and procedures concerning conditions of service and on other personnel administrative issues.
6. Prepare draft vacancy announcements, establish contacts with potential sources of recruitment, place advertisements, respond to requests for information from potential candidates and conduct preliminary interviews and skill tests.
7. Brief experts and other officials on financial, personnel and administrative matters.
8. Organise travel plans and arrangements, and calculate and settle travel claims for office staff or others as appropriate.
9. Arrange for 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.
10. Expedite customs clearance of goods and personal effects and the processing of immigration applications and other formalities.
11. Ensure logistical support for seminars, workshops, training sessions and meetings.
12. Monitor the use, safekeeping and maintenance of office records, and advise management on new or improved office procedures and practices.
13. Maintain liaison on daily administrative matters with local banks, insurance companies, government agencies, other UN agencies, etc., and attend inter-agency meetings to discuss issues of common interest.
14. Prepare correspondence on financial, personnel and administrative matters to other offices or headquarters, and prepare correspondence for the supervisor’s signature to government officials, international organizations and other outside bodies.
15. Undertake missions to other offices or to project sites to provide briefing and to resolve problems of a financial, personnel or administrative nature.
16. Supervise the work of support staff.
17. Perform other duties as may be assigned by the supervisor.

Required qualifications

Education

First level university degree in a relevant field

Experience

At least one or two years of professional experience at the national level in the occupational area.

Languages

Excellent command of English and good knowledge of another official language of the duty station.

Competencies

• Knowledge of the office’s financial, administrative and personnel rules, regulations and procedures.
• Knowledge of national/local laws and regulations as pertinent to the areas of responsibility.
• Knowledge of the office’s programming matters and activities.
• Ability to interpret administrative information, to identify and analyse problems, and to understand the different components and how they inter-relate.
• Good drafting skills.
• Ability to communicate effectively both orally and in writing.
• Ability to clarify information.
• Good computer applications skills.
• Proven ability to deal with confidential and sensitive matters.
• Organizational skills.
• Ability to work on own initiative as well as a member of a team.
• Ability to deal with people with tact and diplomacy.
• Must display a high standard of ethical conduct and exhibit honesty and integrity.
• Ability to supervise staff.