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.
2.    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.
3.    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.
4.    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.
5.    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.
6.    Classify and assign budget codes, process claims for payment, and verify payment vouchers, prices, and invoices.
7.    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.
8.    Work closely with Programme and Finance Units in CO-Lusaka on Office Financial Clearance, External Payment Authorization, and Budget Revisions for project-related activities.
9.    Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, and other daily transactions and reports.
10.    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.
11.    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.
12.    Prepares 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.
13.    Perform other relevant operational duties of the project as assigned by the Supervisor.

Required qualifications

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.

Competencies

Knowledge and understanding of a complex body of financial and administrative rules, guidelines, and procedures.
•    Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
•    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.
•    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviours and attitudes.