Description of Duties:
Support the effective implementation of Irishaid projects GLO/22/31/IRL and RAF/17/53/IRL. Initiate, process, review and follow up on administrative actions. Ensuring timely and efficient tasks related to budgetary management, financial, and administrative execution, in accordance with project agreements and ILO financial rules and regulations, policies, procedures and applicable standards.
Assist in preparing project budgets and revising project budgets for activities and expenditure forecasts, guiding project management in monitoring project funds and maintaining internal financial controls.
Collect quotations, prepare Purchase Orders (POs) in ILO’s ERP system, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts, ensuring compliance with ILO rules and timely financial responsibilities towards third parties.
Process contracts for financial clearance and payments. Assist in drafting terms of reference for external collaboration and service contracts, ensuring all necessary supporting documents are attached under supervisor guidance. As well as ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO’s ERP system, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops; provide training to partners if required.
Classify and assign budget codes, process claims for payment, and verify payment vouchers, prices, and invoices.
Provide administrative and financial backstopping and guidance for project staff and consultants, including payments, entitlements, and travel claims, while maintaining various official records and files.
Work closely with Programme and Finance Units in CO-Lusaka on Office Financial Clearance, External Payment Authorization, and Budget Revisions for project-related activities.
Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, and other daily transactions and reports.
Participate in drafting correspondence, responding to queries from stakeholders, and providing information for program implementation. Assist in preparing recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons ensuring compliance with ILO rules and regulations.
Arrange and participate in 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.
detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request.
Perform other relevant operational duties of the project as assigned by the Supervisor.
Minimum Requirements:
Education:
Completion of secondary school education with formal training in accounting and/or finance from a recognized commercial school or equivalent.
Experience:
At least Six years of progressively responsible financial and administrative work, and some training in an administrative field. Experience with an enterprise resource planning (ERP) system, in particular finance modules.
Experience work in donor funded projects with the UN system, or an International NGO, including experience in finance and administration supporting development projects focusing on the ILO Decent Work thematic areas including social protection an advantage.
Languages:
Excellent command of English.
