Vacancy notice : Finance and Administrative Assistant
The International Labour Organisation is looking for a dynamic individual to fill the post of Finance and Administrative Assistant. Please refer the attached terms of reference for more details.
1. Introduction (general information about the context in which the official will work)
The project aims to contribute to the National Policy of Disaster Management’s priority to build resilience and disaster mitigation measures by developing and demonstrating effective models in rural communities.
More specifically, this aim will be met through a dual strategy, entailing:
- Introducing improved land and water resource management practices that build resilience in disaster prone districts.
- Supporting policy coherence by integrating “livelihood resilience building” within existing national rural development programmes including disaster response programmes for floods and droughts
2. Reporting lines
The Finance and Administrative Assistant will work under the overall supervision of the Senior Finance and Administrative Officer of the ILO Country Office for Sri Lanka and the Maldives,
3. Main duties and responsibilities
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. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
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 the relevant Project Staff and, where necessary the Senior Finance and Administrative Officer, 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, and check payment vouchers, prices and claims invoices.
6. Provide administrative and financial backstopping and guidance for 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 in Colombo on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
9. Calculate and compile cost estimates, and participate in budget analysis and projections as required.
10. Provide support, when necessary, in the preparation and running of project workshops and meetings.
11. Perform other duties as assigned by the supervisor
4. Qualifications required
Education: Completion of secondary school education with formal training in accounting and/or finance and administrative field
Experience: Five years of progressively responsible financial and administrative work, and some training in an administrative field.
Languages: Excellent written and spoken command of the English language and a good knowledge of other local language/s.
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 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.
Interested candidates should submit their resume and cover letter addressed to The Director, ILO Country Office for Sri Lanka and the Maldives, 202 & 204, Bauddhaloka Mawatha, Colombo 7, to reach us on or before 26th JANUARY 2018. Please indicate the position applied for on the top left hand corner of the envelope. Applications can also be emailed to colombo@ilo.org with the subject line “Vacancy ADFIN Asst”.
Only short-listed candidates will be acknowledged.
“ILO is an equal opportunity employer”
“Canvassing will be an immediate disqualification”