1. Undertake and complete a range of specialized finance support functions and services. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
2. Assist in preparing project budgets, project document revisions, budgets for activities and expenditure forecasts. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects;
3. Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system, 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
4. Maintain financial records for the project and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports;
5. Work in close collaboration with Programme and Finance Units with preparing Office Financial Clearance and Budget Revisions for project-related activities;
6. Process contracts for financial clearance and payment. Assist in drafting terms of reference for project external collaboration and service contracts; ensure all supporting documents are attached, under the guidance of the Supervisor. As well as ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
7. Coordinate and perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops; provide training to partners if required
8. Arrange and participate in the local procurement, maintenance and safekeeping of equipment, furniture, vehicles and supplies for the office and its projects, as well as the maintenance and security of office premises;
9. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
10. 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.
11. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons ensuring compliance with ILO rules and regulations
12. Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request.
13. Perform other duties as assigned by the Supervisor.