Overview
The Finance and Administrative Assistant will maintain project financial records and monitoring systems, process contracts for financial clearance and payment, and provide administrative and financial backstopping for project staff and consultants.
Key Responsibilities
- Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
- Process contracts for financial clearance and payment.
- Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
- 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 the National Project Coordinator and, where necessary the Senior Programme Officer / Project Coordinator, to matters requiring immediate attention.
- Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
- Classify and assign budget codes, verify and process claims for payment, and 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.
- Consult with Finance Unit and project team in Bangkok on rules, regulations and procedures, 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 donor reporting, for budget preparation, audits or other reasons.
- Calculate and compile cost estimates, and participate in budget analysis and projections as required by the CTA.
- Provide support, when necessary, in the preparation and running of project workshops and meetings.
- Perform other duties as assigned by the supervisor
Required Experience
At least five years’ experience in general office management and clerical support work. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint).
Qualifications
Completion of secondary school education.
