Project/Programme Finance and Administrative Assistant, G5

Grade: G5 

Vacancy no.: DC/FUNDAMENTALS/G/2024/02
Publication date: 21 June 2024
Application deadline (midnight Geneva time): 15 July 2024

Job ID: 12085 
Department:GOVERNANCE 
Organization Unit: FUNDAMENTALS 
Location:Geneva   
Contract type: Fixed Term 

Contract duration: One year (starting 1 September 2024) 

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 may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.

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. A one-year fixed-term contract will be given. 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. The entry level salary for this position is 78,737 CHF yearly.

This position is located in the Fundamentals Principles Rights at Work (FUNDAMENTALS) Branch of the Governance and Tripartism Department (GOVERNANCE). GOVERNANCE develops advice on labour laws and assistance on labour law reforms based on ILO conventions and recommendations. It provides state-of-the-art technical support and capacity-building to labour ministries and assists labour inspectors to build capacity and develop strategies to achieve compliance with labour laws, including occupational safety and health laws. It advocates and helps constituents to build strong and functional institutions and processes for social dialogue. GOVERNANCE includes ILO programmes to realize fundamental labour rights. It incorporates the following Branches and Units: Labour Administration, Labour Inspection and Occupational Safety and Health, Fundamentals Principles Rights at Work, Betterwork, Labour Law and Reform; and Social Dialogue and Tripartism.

The FUNDAMENTALS Branch carries out development cooperation, research and advocacy functions to assist ILO Member States to respect, promote and realize the fundamental principles and rights at work, which are: freedom of association and the effective recognition of the right to collective bargaining; the elimination of all forms of forced or compulsory labour; the effective abolition of child labour; the elimination of discrimination in respect of employment and occupation; and a safe and healthy working environment.

This position will be members of the FUNDAMENTALS’ Administrative and Finance team (FUNDAMENTALS POOL). These positions will be responsible for providing financial and administrative support to the Branch’s large development cooperation (DC) portfolio, contributing to the smooth and efficient running of the Branch.  

Reporting lines: 

The incumbents will report to the Senior Specialist on Non-discrimination, who is responsible for managing the FUNDAMENTALS Pool. 
 

1. Maintain 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.
9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
10. Provide support, when necessary, in the preparation and running of project workshops and meetings.
11. Perform other relevant duties as assigned.

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 finance and administrative work.

Excellent knowledge of one working language of the Office (English, French or Spanish), and good working knowledge of another.

• 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 to demonstrate gender-sensitive behaviour and non-discriminatory attitudes.

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.