Finance and Administrative Assistant - International Labour Organization (ILO)

Vacancy no.: DC/Dhaka/GS/2022/05
Job ID: 9526 
Department: RO-Asia and the Pacific
Organization Unit: CO-Dhaka 
Location: Dhaka   
Contract type: Fixed Term 

Contract duration: 12 Months (renewable) 

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 and work permit in Bangladesh.

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 [email protected].

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. 

Introduction

ILO Country Office for Bangladesh, supported by Government of Switzerland has launched a project entitled "Reintegration for Migrant Workers Project". The project aims to support the Government of Bangladesh to establish an inclusive and accountable framework for reintegration with capable institutions, systems and schemes that can provide services for sustainable reintegration to returnee migrant workers.

The project builds on over a decade of ILO's support to strengthen policy and institutional frameworks to improve migration management, ensure safe migration and protection of migrants in the countries of destination and upon return. The project will focus on strengthen the policy frameworks, build the capacity of concerned stakeholders with a view to mainstreaming reintegration into their work and ensuring coordination through the use of shared tools. Work with the private sector and labour organisations will focus on increasing access to skills development and wage employment opportunities through new systems that connect returnee migrant workers with opportunities. The learning from this project will be packaged and shared to contribute to both national and regional understanding of good practices for reintegration. 

The incumbent will provide administrative, finance and operational support to the project team for effective implementation of the Project as per ILO guideline and procedures. The incumbent needs to work closely with the members of the project team and will be involved in joint activities involving other project components.

Reporting lines:

Under the overall guidance and supervision of the Director, ILO Country Office for Bangladesh, the Finance and Administrative Associate reports to the Chief Technical Advisor/Programme Manager of the project and operates with a high level of independence. The position is based in Dhaka, Bangladesh.

Description of Duties

• Provide advice and guidance concerning the Organization's financial practices and rules and provide authoritative interpretation of requirements for handling transactions in the operation supervised (e.g., authorising payments, approving salary payments, approving budgets and various accounting documents).
• Process transactions and contracts for financial clearance and payment. Ensure the correctness of the corresponding budget lines and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
• Review the operational efficiency of the assigned organisational/account area from managerial or accounting perspectives in order to improve the operation (including development of automated applications).
• Prepare correspondence on own initiative or under the guidance of the supervisor, including to communicate with stakeholders, to verify data, request support documentation, address and answer queries and follow-up as necessary with ILO staff, consultants and counterparts. Draw the attention of supervisors to matters requiring their attention.
• Organise, coordinate and provide logistical support to meetings, workshops, seminars and other events conducted by the project, draft minutes of meetings, contribute to drafting project reports and communication pieces. Assist in translation.
• Review financial reports of project implementing partners, ensuring compliance with ILO rules and conformity with the budget and financial requirements of the project, before submitting to the Finance Unit. 
• Monitor and review selected financial transactions and documents (e.g., budget proposals, payment requests, requests for financial clearance, ACDs, payroll data etc.) prior to entry into the finance system; ensure implementation of procedures to control and monitor income and expenditure.
• Prepare recurrent and ad hoc reports and relevant explanations, as requested by senior management and as requested by Government of Bangladesh as part of Annual Development Plan (ADP).
• Classify transactions and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices
• Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.

• Support procurement plans of the project and prepare appropriate Bid Documents for competitive bidding.
• Analyse and evaluate vendors' proposals in respect of the Organization's policy and requirements and prepare contracts to selected vendors.
• Consult with Finance and procurement Unit and Project team in Dhaka and in Turin on rules, regulations, procedures, and financial reporting requirements and inform project staff, partners, consultants, interns of new or revised procedures and practices. 
• Prepare recurring reports as scheduled and special reports as required for reporting, for budget preparation, audits or other reasons. Calculate and compile cost estimates, participate in budget analysis and projections.
• Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance and administrative field.

Experience

Six years of progressively responsible financial and administrative work, ideally in the framework of a large-scale technical cooperation project with a UN agency 
Previous work experience in similar portfolio will be an advantage  

Skills

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of procedures for the preparation of documents and administrative forms, and for the use of filing systems.

Languages

Excellent knowledge of English and Bangla

Competencies

• Must display high standards of ethical conduct.
• Ability to deal with confidential matters with discretion.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to maintain financial records and prepare clerical reports and financial statements.
• Ability to search and retrieve information from databases and compile reports.
• 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 clarify information and to respond to work related inquiries in an appropriate manner.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and 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.

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