Description of Duties

1.    Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide the National Project Coordinator in monitoring project funds as well as in maintaining the internal financial controls of projects.
2.    Collect quotations, prepare Purchase Orders (POs) in the ILO`s ERP system IRIS, external collaboration and service contracts, and agreements with partners. 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.
3.    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.
4.    Consult with the Finance and Programming Unit on rules, regulations and procedures and provide information to the project’s Implementation Partners, project staff and consultants on ILO administrative and financial procedures. Inform potential difficulties that may arise from the administrative and finance management 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 and Budget Revisions for project-related activities
6.    Carry out specific operational and control tasks for project implementation.
7.    Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor. 
8.    Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) requests), visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars, and workshops.
9.    Arrange for 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.
10.    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. In addition, maintain various project official records and files and prepare correspondence on own initiative to verify data, address and answer queries and follow-ups as necessary with the project, ILO staff, consultants, and counterparts.
11.    Assist your supervisor in the preparation of recurring reports as scheduled and special report as required for donor reporting, for budget preparations, audits, or other reasons.
12.    Calculate and compile cost estimates and participate in budget analysis and project budget requirements. Also, assist in the preparation of the budget statements for the area of the assignment as required by the supervisor.
13.    Perform other duties as assigned by the Supervisor.

Required qualifications

Education

Completion of secondary school education, with formal training in accounting, finance and/ or Administration from a recognized commercial school or equivalent. 

Experience

Five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in developmental projects and/or with the UN system or International NGOs is a strong advantage. Experience of working with an enterprise resource planning (ERP) system is an advantage.

Languages

Excellent command of English and good working knowledge of Portuguese is required.

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.

Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.

ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED. Please ensure to indicate all your language proficiency on your application profile.