Finance and Administrative Assistant

Finance and Administrative Assistant

Grade: GS 5
Vacancy no.: DC/KATHMANDU/GS/2023/03
Application deadline (midnight local time): 03 Januaary 2024

Job ID: 11405
Department: RO-Asia and the Pacific
Organization Unit: CO-Kathmandu
Location: Kathmandu
Contract type: Fixed Term
Contract duration: 1 year

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. This vacancy is open to Nepali nationals only.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

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.

Introduction

The project “Enhancing Labour Rights in the Informal Economy” (ELRIE), supported by the US Department of State, will work to ensure that informal economy workers can better exercise their labour and social protection rights and benefit from improved access to relevant and gender sensitive services and protection, have improved participation in bipartite and tripartite dialogue mechanisms, and benefit from strengthened and decentralized labour market institutions that can address their needs and priorities. The project will work to increase the capacity of workers and their organizations to organize, advocate, demand and access their rights, and support the strengthening of government systems at local level to better realize labour rights, including by facilitating access to available services (e.g. social security) and enhancing enforcement and compliance mechanisms for labour rights.
To achieve this objective, the project will contribute towards three outcomes: 1) Workers in the informal sector in Nepal more fully exercise freedom of association to advance their rights; 2) Informal workers have increased access to social protections such as social security through registration at the local level; and 3) The labour inspection has enhanced capacity to enforce the existing labour law that includes informal workers, and informal workers are better protected by this increased compliance.
Interventions will be focused on the agriculture, construction, and sanitation value chains – priority sectors for the Government of Nepal that demonstrate high informality levels and decent work gaps. Local level activities will be concentrated in Madhesh Province, in partnership with local worker organizations and government. The project will be implemented in close collaboration with the UN Joint Programme Empowered Women, Prosperous Nepal, and other ILO projects in Nepal.

Reporting lines

Under the overall responsibility of the Director of ILO Office in Nepal, the Project Assistant will directly report to the Technical Expert on Inclusive Growth and the ELRIE National Project Officer and will work in close collaboration with the Operations Officer of CO-Kathmandu and other members of the operations team. The PA will be based in CO-Kathmandu and will work in close collaboration with other members of the project team in Madhesh and ILO team in the Country Office.

Description of Duties

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 Technical Expert and, where necessary the Operations Officer, to matters requiring immediate attention.
4. Review, follow up 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. Prepare, draft, and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style, and compliance with applicable standards. Provide informal translations.
8. Maintain the official travel plan of the project team. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions
9. Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
10. Coordinate and provide a range of administrative and financial support for meetings, workshops, and other events. Ensure the timely preparation, translation, publication, and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.
11. Ensure the Project’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate, and present information/data on specific topics.
12. Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
13. Initiate, process, and follow up on finance administrative actions, verifying that information is following applicable standards. Input complete data in the enterprise resource planning (ERP) system.
14. Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance and administrative field. Demonstrated experience in providing administrative and financial support development projects.

Experience

Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system is preferred.

Languages

Excellent knowledge of English and Nepali languages. Both written and spoken. Knowledge of additional local language spoken in Madhesh province will be an advantage.

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 work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
•  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.

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.