Project Administrative and Finance Assistant - G5 (DC)

Grade: G5

Vacancy no.: DC/ADG/GRD/G/2024/01

Publication date: 27 May 2024

Application deadline (midnight Geneva time): 10 June 2024

Job ID: 12002

Department: ADG/GRD

Organization Unit: ADG/GRD

Location: Geneva

Contract type: Fixed Term

Contract duration: two years

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to E-Mail schreiben.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A two-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 78,737 CHF yearly.

Introduction

The Research, Innovation, and Strategic Engagement Project to Promote Freedom of Association and Collective Bargaining Globally (RISE) aims to strengthen policies and improve the capacity of governments, employers' and workers' organizations, and other actors in society to respect, promote, and realize freedom of association and collective bargaining (FACB). The project, funded by the US Department of Labor, will be implemented in overlapping phases and will include activities at the global, regional, and national levels. The project strategy seeks to continuously build and promote the application of critical knowledge needed to inform policy choices, strengthen the implementation of FACB in target countries, regions, and sectors, and communicate the impact and outcomes effectively. The project seeks to achieve three complementary outcomes:

• Outcome 1: Improved knowledge base on freedom of association, collective bargaining, and industrial relations;

• Outcome 2: Improved capacity of governments, employers and their organizations, and worker organizations to effectively realize freedom of association and collective bargaining; and

• Outcome 3: Global, national, sector, and enterprise-level stakeholders learn about and promote innovative approaches and take action for the realization of FACB.

The project falls under the technical responsibility of the Governance, Rights and Dialogue Cluster of the ILO (ADG/GRD). ADG/GRD encompasses the functions and responsibilities of four policy departments: International Labour Standards (NORMES), Governance and Tripartism (GOVERNANCE), Conditions of Work and Equality (WORKQUALITY) and Sectoral Policies (SECTOR).

The ILO seeks to recruit a Project Administrative and Finance Assistant within the policy and procedural requirements established by the ILO and the Project. The Administrative and Finance Assistant will support the Chief Technical Adviser in a range of administrative- and finance-related services that contribute to the efficient running of the project.

The Administrative and Finance Assistant will report to the Chief Technical Adviser responsible for the project implementation. She/he works independently, showing a high degree of initiative and judgment. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent provides relevant support, guidance and training to staff on the correct application of applicable standards.

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. Check, review, process and prepare all documentation to ensure they are in line with ILO and USDOL requirements, including contracts, and ensure correctness and accuracy for financial clearances and payments. This includes preparing IRIS transactions, such as Purchase Orders (POs) and travel authorizations (TTs).

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 concerned officials to matters requiring immediate attention.

4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.

5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.

6. 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.

7. 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.

8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.

9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.

10. Provide support, when necessary, in the preparation and running of project workshops and meetings.

11. Perform other relevant duties as assigned.

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 administrative work. Experience working on USDOL projects is an advantage.

Languages

Excellent knowledge of English and working knowledge of French or Spanish.

Competencies

• 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 accounting reports and statements.

• Demonstrate responsible behaviour and ability to pay attention to detail.

• Ability to deal with confidential matters with discretion.

• Display high standards of ethical conduct.

• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).

• 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 deal with people with tact and diplomacy.

• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account E-Mail schreiben - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.