Grade: G5
Vacancy no.: DC/ABUJA/G/2025/01
Publication date: 21 January 2025
Application deadline (midnight Abuja time): 04 February 2025
Job ID: 12659
Department: RO-Africa
Organization Unit: CO-Abuja
Location: Abuja
Contract type: Fixed Term
Contract duration: One year (with possibility of extension for Project Period)
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.
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. 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
This ILO technical assistance formโs part an integral part of a larger Rural Access and Agriculture Marketing Project (RAAMP), Nigeria delivered by Federal Ministry of Agriculture and Rural Development with 5 States Projects Implementation Unit. The Administration and Finance Assistant will receive administrative and financial guidance and advice from a team of Admin and Finance, operation officer and ILO office Nigeria.
Within the above context, the Administration and Finance Assistant will take charge of RAAMP project Administrative and Financial planning, programming and implementation of all project activities in line with work plans, projects documents, ILO rules, regulations, policies and strategies, and in accordance with country programmes and administrative and financial procedures.Reporting lines
The Administration and Finance Assistant will report to the Chief Technical Advisor of the Project.
Description of Duties
Under the direct supervision of the Chief Technical Advisor and the general guidance of the Director of ILO Nigeria office, the Finance and Administrative Assistant will perform the following tasks:
1. Maintain the project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
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 concerned officials to matters requiring immediate attention.
4. Review 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, check payment vouchers, prices and claims invoices.
6. 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.
7. 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.
8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. Prepare Power Point presentations for use in programme and discussions.
9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
10. Maintain contact and effectively coordinate with focal points of other project offices in 5 states and project counterparts (RAAMP, FPMU and SPIUs, ministries, constituents, local/national institutions).
11. Assist team or work unit by translating/drafting a variety of routine/brief documents and may act as interpreter.
12. Prepare administrative related briefing materials for the supervisor for use on official missions including special meetings and for action.
13. Carry out other duties as may be assigned by Supervisor.
Required qualifications
Education
Completion of secondary education. Formal training in accounting and/or finance and administrative field would be an asset.
Experience
At least 5 years of progressively general administrative and financial work experience. Experience in working with development projects, UN at the national or international level and organization would be an asset.
Languages
Excellent command of English and good knowledge of an official national language of the duty station.
Competencies
โฆ Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
โฆ Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
โฆ Good analytical skills.
โฆ Ability to reason and make sound judgements.
โฆ Ability to maintain financial records and prepare accounting reports and statements.
โฆ Demonstrate responsible behaviour and ability to pay attention to detail.
โฆ Ability to deal with confidential matters with discretion.
โฆ Display high standards of ethical conduct.
โฆ Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
โฆ Ability to evaluate correspondence and inquiries for best course of action.
โฆ Ability to evaluate correspondence and inquiries for best course of action.
โฆ Ability to respond to work related inquiries in an appropriate manner.
โฆ Ability to obtain services from other work units inside or outside the office for completion of tasks.
โฆ Ability to communicate effectively both orally and in writing.
โฆ Ability to work on own initiative as well as a member of a team.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.