Programme Finance and Administrative Assistant

The Programme Finance and Administrative Assistant will support the Improving and Resilience in the Fisheries and Aquaculture Supply Chains project in Region XII of the Philippines. The role involves maintaining financial records, processing payments, providing administrative support, and ensuring compliance with ILO financial procedures under the supervision of the Project Officer and National Project Coordinator.

Responsibilities

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
• 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 concerned officials to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.
• Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Perform other relevant duties as assigned by the Project Officer, National Project Coordinator, Regional Coordinator and/or the Director of CO-Manila.

Requirements

• Completion of secondary school education.
• Formal training in accounting and/or finance and administrative field would be an asset.
• At least five years of progressively responsible technical, financial and administrative work, and some training in administrative field.
• Familiarity with UN/ILO administrative and financial procedures constitutes as advantage.
• Excellent command of English and an official national language of the duty station.
• 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 accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• 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 deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Skills

• Accounting
• Financial Reporting
• Administrative Procedures
• UN Finance Procedures
• ILO Financial Procedures
• Document Preparation
• Filing System Management
• Analytical Skills
• Financial Record Keeping
• Confidentiality Management
• Ethical Conduct
• MS Word
• MS PowerPoint
• MS Excel
• Adobe Acrobat
• IRIS Software
• Correspondence Evaluation
• Oral Communication
• Written Communication
• Organizational Skills
• Multicultural Sensitivity

Languages

English, Filipino