ILO Vacancy: Senior Admin and Finance Assistant - Kabul, Afghanistan

Finance:

• Participate in, and supervise, a variety of tasks such as:

• the maintenance of ledgers and accounting records; 
• the calculation and payment of salaries, allowances, travel claims and other payments to staff, experts, consultants, vendors and other claimants; 
• the maintenance of cash books and the control of disbursements; 
• the preparation of financial data; 
• the reconciliation of accounts and disbursements with bank statements; 
• and contacts with local bank officials and officials of financial institutions.

• Provide reports on financial status, procedures, exchange rates, costs and expenditures, and potential funding problems to higher-level officers. 
• Supervise and train lower level staff, and evaluate their work. 
• Brief national as well as international personnel of the office on general finance matters relating to entitlements, provide advice and ensure finance support as required.
• Train and provide guidance to officials on financial and budgetary issues, particularly those engaged in the administration of the office and projects. May be required to participate in the preparation of training material and in the presentation of formal training courses related to the work of the Unit.
• Guide the project-based finance assistants in order to assure that the financial transaction of their projects comply with the financial rules and regulations of the ILO and those of the respective donors. Supervise and assure the quality of the financial reports produced by the project teams.
• Assist the office staff in developing budget for proposals and ensure that all the figures reflect the realistic pricing in the local context while meeting the requirements of the ILO. Appraise financial reports of the implementing agencies and other stakeholders as requested by the Senior Coordinator. 
• Participate actively in the development and enhancements of computer systems and procedures related to the work of the Unit in close coordination with the anchor office of the administration.
• Perform other duties as assigned by the supervisor.

Administration:

• Analyze and maintain an overview of the work of the office to ensure that timely administrative support is provided in general and particular areas. 
• Participate in the training of General Service staff for general and specific work, and assign General Service staff to meet work requirements. (As applicable to certain area offices).
• Brief international staff as well as international/national external collaborators/consultants on general administrative matters, provide advice and ensure administrative support as required.
• Advise and assist senior staff with office management. Arrange for and attend meetings on administrative matters. Participate in discussions of new or revised procedures and practices,interpret and assess the impact of changes and make recommendations for follow up action. 
• Prepare, on own initiative, correspondence, special reports, notes, evaluations and justifications on general administrative or other related tasks that may be of a confidential nature. Attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention.
• Search for and prepare administrative related briefing materials for the supervisor for use on official trips, special meetings and for action. Collect, solicit and coordinate briefing materials for the supervisor’s missions and meetings, ensuring that submission timetables are adhered to. Select and make pertinent abstracts and undertake searches for information. 
• Coordinate and supervise activities related to administrative services of the office. Brief and train new office- and project-based administrative staff, review and evaluate the work of lower level administrative and/or other support staff, and provide guidance on administrative procedures.
• Maintain policy, confidential, personnel and/or general administrative files.
• Maintain contact with ministers, government officials, UN organizations and other officials, provide first-line protocol services for the office, and liaise with regional, sub-regional, area office and headquarters staff on administrative matters.
• Assist in the recruitment of staff for the office and projects (i.e., draft job descriptions, evaluate candidate applications, administering entry exams and interviews of candidates with instruction from the supervisor or the staff he/she delegates the responsibility) and facilitate the transfer of staff, experts and/or consultants. 
• Assist and guide the staff concerning LAN and computer systems and if necessary obtain the support of the IT unit of the ROAP or other relevant agencies in Afghanistan on related IT issues.
• Draft non-substantive correspondence in two/three languages (English + national languages) to obtain clarification, obtain explanations and respond to complex issues.
• Perform other duties as assigned by the supervisor.

Qualifications requirements:

• Education – Completion of secondary school education, plus formal training in accounting and/or finance from a recognized commercial school or equivalent. Tertiary education in Business Administration (BBA) or equivalent would be an advantage. 
• Experience – Seven years of progressively responsible work in administration, finance and accounting experience.
• Languages – Excellent command of English and the national languages (Dari / Pashto). A working knowledge of the third language is an asset.
• Competencies – Ability to operate adding and calculating machines. Ability to work with word processing and spreadsheet software, as well as computer software packages required for work.
• Good drafting skills, and demonstrated ability to prepare reports. In-depth knowledge of financial rules and regulations, and accounting principles, practices and procedures. Ability to apply conceptual approaches to accounting and finance. Good analytical skills. Ability to communicate effectively both orally and in writing. Ability to deal with clients and to respond to their queries. Ability to work in a team and to work under pressure. Good organizational skills. Ability to work with confidential material. Excellent time management skills.
• Supervisory skills and ability to motivate subordinate staff. Ability to work under minimum supervision. Demonstrated presentation and training skills. Demonstrated ability to work and communicate with people in a polite, courteous and cooperative manner. Must display high standards of ethical conduct. Ability to make sound judgments and provide reasoned advice to subordinates. Must demonstrate a high level of commitment and responsibility towards completing assignments efficiently, accurately and in a timely manner.

This vacancy notice has been issued on the ILO website
(http://www.ilo.org/asia/countries/afghanistan/ then click “Employment opportunities” under “Further information,” the direct link is at http://www.ilo.org/asia/info/WCMS_233489/).

Closing Date: 16 Aug 2014

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