Administrative and Finance Officer

The Administrative and Finance Officer will oversee the administrative and financial aspects of assigned projects under the PROSPECTS and DAR programmes. Responsibilities include ensuring sound financial management, monitoring expenditures and commitments, overseeing procurement and logistics processes, and supporting financial forecasting and budget revisions in line with ILO rules and donor requirements.

Responsibilities

• Monitor progress of the projects and activities by reviewing, verifying and analysing work-plans, progress reports, final reports and other data for clarity, consistency and completeness.
• Provide regular project financial delivery reports to support informed decision-making and propose corrective action.
• Provide inputs to project progress reports at the country and global levels to be submitted to the donor.
• Assist and guide the project staff in preparing expenditure requests and budget management, and provide consolidated information on the financial situation of the ILO portfolio of the specific project activities.
• Assist in the programming and control of projects resources, prepare budget estimates and budgets and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities and budget allocations; and making recommendations to the Project Manager for remedial action, when required.
• Follow-up with relevant departments at headquarters and regional office, implementing partners, government offices, social partners, constituents, and other organizations to expedite implementation and meet delivery targets.
• Provide technical advice and operational support on procurement and contract management, ensuring compliance with ILO rules and procedures.
• Coordinate and monitor procurement activities, including the preparation of solicitation documents (RFQs, RFPs and ITBs), the management of procurement processes through the UNGM/ILO Jaegger platform where applicable, and support contract administration to ensure quality, transparency and timely delivery.
• Coordinate and oversee administrative, financial and logistical support services for projects, including shared cost arrangements, office systems and records management, while ensuring compliance with ILO policies and standards.
• Monitor the integrity of financial and administrative processes, recommend improvements to office procedures and practices, and support the efficient implementation of project operations.
• Keep abreast of changes to applicable standards, best practices and technologies in administrative and finance related issues.
• Share knowledge and provide guidance to project staff.
• Brief ILO specialists, project experts, associate experts and visiting officials and provide relevant information on the projects.
• Draft in, or translate into, local languages (Arabic-English and vice versa), official correspondence, minute sheets that provide summary of activities, requests for contract amendments, contract no-cost extensions, statements, justifications, etc.
• Participate in the preparation and conduct of conferences, seminars, workshops, training sessions, and consultative meetings.
• Undertake missions to project sites, normally accompanying technical officers.
• Support in internal audit and donor verification missions.
• Oversee the work of Administrative and Finance Assistants supporting the projects, assigning them tasks, providing guidance/training, and ensuring the quality of their work.
• Perform other relevant duties as required by the supervisor.

Requirements

• First level University degree in Business Administration, Procurement, Finance or other closely related field.
• An advanced university degree will be an advantage.
• At least one year of professional work experience at the national level in the area of project management, administrative, procurement, finance or accounting role, including guidance of Admin/Finance Assistants.
• Proven experience with the United Nations Common System or an international organization, managing the Admin/Finance of large programmes would be an asset.
• Prior experience in an Oracle-based ERP system and e-procurement platform is an advantage.
• Excellent knowledge of written and spoken English and Arabic.
• Good knowledge of financial and accounting principles and concepts as well as international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
• Good knowledge of Public Procurement Principles.
• Knowledge of the office’s financial rules and regulations.
• Good knowledge of the context and challenges for the project areas of expertise.
• Strong analytical skills and ability to justify requirements and approaches to problem resolution, and good drafting skills.
• Ability to communicate effectively both orally and in writing.
• Demonstrate collaborative and teamwork experience and ability to work effectively with a multicultural and interdisciplinary team, as well as to work on his/her own initiative.
• Ability to work independently, quickly, precisely with attention to detail, and take initiative and responsibility.
• Ability to work under pressure and to meet tight deadlines.
• Proficient in Microsoft Word, Power Point, Excel, web-browsers and database applications.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Skills

• Project Management
• Administrative Management
• Finance Management
• Procurement Management
• Accounting Principles
• International Public Sector Accounting Standards
• Public Procurement Principles
• Financial Reporting
• Budget Monitoring
• Oracle ERP
• eProcurement Platforms
• MS Word
• MS Excel
• MS PowerPoint
• Database Applications Knowledge
• Financial Forecasting
• Budget Revision
• UN Common System Experience
• Drafting Skills
• Analytical Skills

Languages

English, Arabic