Job Opportunities at International Labour Organization

Description of Duties

• Assist with the planning and preparatory work of the project initiatives in Nigeria. Monitor status of the project and receipt of documentation for review and approval, verifying that information is compliant with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of the project outcomes and deliverables and inform the supervisor of any discrepancies.
• Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
• Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system-IRIS, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules
• 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. In addition, maintain various official records and files.
• Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
• Perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system- IRIS, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops in Nigeria.
• Maintain and update spreadsheets and databases for internal expenditure control purposes. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries
• Assist the National Programme Officer in the preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities.
• Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and rephrasing.
• Prepare administrative and finance related briefing materials for the National Project Coordinator. Keep abreast of the progress report requirements and timetable, providing support to the Project Manager and coordinators for the preparation of the submission.
• Process financial transactions and verify that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards. As well as respond to requests for general information and routine queries on status of payments and other budgetary issues. 
• Keep abreast of changes to relevant administrative and finance related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required. In addition, the developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.
• Perform other relevant 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

• At least five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in donor funded projects and with the UN system or an International NGO and in addition experience of working with an enterprise resource planning (ERP) system is a strong advantage.

Languages

• Excellent command of English. Good working knowledge of French is an advantage.

Competencies

• 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. Knowledge of operations in an UN organization would be an advantage
• Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
• Good analytical skills. Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare clerical accounting reports and statements.
• Must demonstrate responsible behaviour and attention to detail.
• Ability to deal with confidential matters with discretion.
• Must display high standards of ethical conduct.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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 work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviours and attitudes.
• Ability to clarify information.
• Ability to deal with people with tact and diplomacy.

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Inter alia, duties and responsibilities include

• Support implementation of the Project activities in Ghana.
• Support and ensure a cordial working relationship with the relevant stakeholders.
• Support the project in documentation required for preparing activity and monthly project reports and contribute to the quarterly narrative reports.
• Assist in planning and organization of meetings, assist in preparing mission files, power point presentations,
• Provide support in activities follow up action that support the smooth running of the office.
• Perform other tasks as may be assigned from time to time by the supervisor.
• Interns should expect to devote 10% to 20% of their time to administrative tasks.

Required profile

Education

• Area of studies: Law, environmental economics, development economics, environment and sustainable development, labour studies, economics, social sciences, international development
•  The candidate should be enrolled in their final year of graduate degree programme or should have completed such a programme no longer than 1 years ago (mandatory)

Experience

• Any relevant work experience in Programmes/Projects ‘planning, monitoring and implementation would be beneficial Good knowledge of Microsoft office programmes, in particular Word, Excel and Powerpoint. Knowledge on Sustainable Development Goals and Targets and research skills. Ability to take initiatives

Languages

• Excellent command of English (both oral and written). Working knowledge of any other ILO's official languages would be an added advantage.

Competencies

The candidate is expected to demonstrate and be guided by ILO competencies, specifically:

• Adaptable to an international, multicultural and multilingual environment.
• Good communication skills, both written and verbal.
• Strong orientation to learning and knowledge sharing.
•  Capacity to work on own initiative as well as cooperate as a team member; and
• Sensitivity to diversity as well as gender equality issues