Project Finance and Administrative Assistant

Introduction

The position is located in the EU-funded Mainstreaming Employment into Trade and Investment (METI), Phase II project, which is part of the of the Investment, Sectoral Strategies and Transitions (IST) Team of the Employment in Investment (EMPINVEST) branch of the Employment, Policy, Jobs Creation and Livelihoods Department. EMPINVEST mainstreams employment and decent work into investments, trade and sectoral strategies from policies to the operational programmatic level. A major work area of the IST team is the promotion of employment considerations into trade, investment, industrial and general sector policies.

The METI phase II project builds on the foundational analysis and studies carried out under phase I but focusses on the implementation of the derived recommendations. The overall objective of METI II will be to design and implement trade and investment policies and measures that optimise the quantity and quality of employment created, in particular for women and youth, and MSMEs.

Main purpose: As a team member, the incumbent provides a range of specialized programming, Finance and administrative support services for the coordination of project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines. 

The incumbent works under the direct supervision of the METI Project Technical Officer based in RO-Arab States/DWT-Beirut. Supervision received is focused on the timeliness of process execution and the quality of outputs. Additional guidance may be received from the METI Project Manager. The incumbent works with a moderate degree of independence and in close cooperation with the Senior Finance and Admin Assistant based in Cairo to ensure a coherent and harmonized execution of tasks. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.

The duty station of the position is Beirut (Lebanon), and the incumbent will provide support for operations in all METI project countries, particularly Lebanon, Jordan, Syria and State of Palestine. Additional support may be requested for Algeria, Libya, Morocco and Tunisia.

Working relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on issues related to service delivery and status of planned activities. The incumbent regularly liaises with and receives guidance from the Regional Programming Unit and Regional Administrative Services.

External contacts are primarily with counterparts in Government, employers’ and workers’ organizations, United Nations (UN) agencies and other international organizations and donors to obtain clarification and to seek or provide information on planned joint activities.

Description of Duties

1. Assist with the planning and preparatory work of the METI project. Monitor status of project outcomes and deliverables, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines, and inform the supervisor of any discrepancies.  
2. Compile, summarize and present a variety of information and data to the supervisor or the Project Manager on issues pertinent to the project, including on budgets, staffing levels and structures of the project, and other related topics or issues. Calculate and compile cost estimates and participate in budget analysis and forecasts as required
3. Input complete data and process administrative actions on programme and/or project delivery in the enterprise resource planning (ERP) system. Based on information in the enterprise resource planning (ERP) system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor.  
4. 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.
5. 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.
6. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
7. Follow-up on administrative matters, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions. 
8. Provide support for the organization of seminars, workshops, meetings and other events at both national and regional levels.  
9. Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries. 
10. Respond to requests for general information on project related matters.
11. Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.
12. Keep abreast of developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.
13. Provide general office management support, including attending meetings, drafting correspondence or minutes, and unofficial translations into Arabic and French.
14. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of progressively office support work experience, including in programme and budget support work and project administration. 

Languages

Excellent command of English and French. Good knowledge of Arabic as a working language of the duty station.

Competencies

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

• Knowledge and understanding of a complex body of programming, financial and administrative rules, guidelines and procedures. Experience working with EU-funded projects is a plus.
• Knowledge of results-based management (RBM).
• 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. 

optional section (if needed)

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.