Finance and Administration Assistant

  • Full Time
  • Lusaka, Zambia
  • Applications have closed
  • Salary: -

ILO

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 are Zambian Nationals.

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 one-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 K 303,598 ( Zambian Kwacha) yearly.

Introduction

The International Labour Organization, with funding from the European Union (EU) is supporting the Government of Zambia through the Technical Education, Vocational and Entrepreneurship Training Authority (TEVETA) to implement a 4 year project aimed at contributing towards the improvement of employability of labour force for both women and men by the year 2023. The objectives will be achieved through three complementary areas. The activities will focus on the governance and management structures of Zambia’s TEVET system, the upgrading and maintenance of training facilities and curriculum development. Private sector involvement will be consistently sought, for the updating of the curricula. In addition, the specific objectives of the project are; Enhanced capacities of TEVET Institutions and selected TEVET Regulatory bodies, curricula are reviewed and updated to respond to labour market demands and Improved private sector access to relevant skills in selected strategic/priority sectors is improved.

The project aims at facilitating provision of quality and relevant skills for labour market. Research has identified significant gaps between labour demand and supply, both in terms of number of qualified workers and the relevance of skills and competencies, as one of the main obstacles for investments and increased productivity. One of the main underlying causes is attributed to outdated curricula (not responsive to labour market needs), which is largely oriented to academic achievements rather than to opportunities for employment or enterprise creation. Another challenge is insufficient or outdated equipment and teaching aids coupled with limited access to industry exposure during training. In addition Low morale, unprofessionalism of teachers, Low teacher training capacity and negative attitudes of staff and students have also contributed to poor learning outcomes in TEVET institutions.

The International Labour Organization (ILO) seeks to recruit a Finance and Administrative Assistant to support project implementation.  The Finance and Administrative Assistant will be working in a project team consisting of international and national experts and based in Lusaka.

Reporting Lines

Under the overall responsibility of the ILO Country Office Director for Zambia, Malawi and Mozambique,  the Finance and Administrative Assistant will report and work under the direct supervision of the Chief Technical Advisor.

Description of Duties

1. Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports;
2. Prepare POs and external collaboration and service contracts;
3. Maintain contact with officials of local banks to obtain information on changes in procedures and regulations, exchange and interest rates, and matters pertaining to the maintenance of office bank accounts;
4. Draft on own initiative correspondence, answer queries from national stakeholders and partners and obtain information for implementation of the programme;
5. Work in close collaboration with Programme and Finance Units in CO-Lusaka with preparing Office Financial Clearance, External Payment Authorisation and Budget Revisions for Project related activities;
6. Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;
7. Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computation;
8. Coordinate and manage the project administrative tasks;
9. Brief experts and other officials on financial and administrative matters;
10. Organise travel plans and arrangements, and calculate and settle travel claims for office staff or others as appropriate;
11. Arrange for the local procurement, maintenance and safekeeping and recording of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;
12. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules;
13. Carry out specific operational and control tasks for project implementation; and perform other duties as assigned by the Supervisor.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance preferably ACCA Level I and administrative field.

Experience

Six years of progressively responsible financial and administrative work, and some training in an administrative field. At least two years’ work experience in finance and administration supporting any development projects focusing on the ILO Decent Work thematic areas employment, social protection, social dialogue, Fundamentals and principals of workers’ rights at work.

Languages

Excellent knowledge of English and good knowledge of another language of the duty station

Competencies

  • Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
  • Ability to work with word processing and spread sheet software, as well as computer software packages required for work;
  • Ability to work in stakeholders engagement and communications (organization of events, preparation of media briefs, press reviews, etc.);
  • Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage;
  • Ability to work in a team and to work under pressure;
  • Ability to deal with confidential matters with discretion;
  • Must display high standards of ethical conduct;
  • roficient 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 organize own work; and
  • Must demonstrate responsible behaviour and attention to detail.

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.

ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED.

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 – @ilo.org – should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.