The Administration and Finance Assistant will report to the Chief Technical Advisor of the Project.

Description of Duties

Under the direct supervision of the Chief Technical Advisor and the general guidance of the Director of ILO Nigeria office, the Finance and Administrative Assistant will perform the following tasks:
1. Maintain the 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, including contracts, and ensure correctness and accuracy for financial clearances and payments.

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.

4Review 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.

6Provide 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.

7Consult 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. Prepare Power Point presentations for use in programme and discussions.

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

10.Maintain contact and effectively coordinate with focal points of other project offices in 5 states and project counterparts (RAAMP, FPMU and SPIUs, ministries, constituents, local/national institutions).
11.    Assist team or work unit by translating/drafting a variety of routine/brief documents and may act as interpreter.
12.Prepare administrative related briefing materials for the supervisor for use on official missions including special meetings and for action.
13.Carry out other duties as may be assigned by Supervisor.
Required qualifications

Completion of secondary education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least 5 years of progressively general administrative and financial work experience. Experience in working with development projects, UN at the national or international level and organization would be an asset.

Languages

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

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 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.