Finance and Administrative Officer (FAO)

Introduction

While forcibly displaced persons face specific vulnerabilities, including psychological trauma, lack of opportunity and protection risks, host communities also struggle to pursue their own development efforts in an environment that has been transformed by a large influx of newcomers. As displacement has become increasingly protracted, responses are focusing more on durable solutions backed by more dignified, inclusive, and comprehensive programmes for refugees and the communities that host them.

In response to the challenges facing both host communities and refugees, a new partnership initiative titled: ‘PROSPECTS – Partnership for improving Prospects for host communities and forcibly displaced persons’, has been launched by the Government of the Netherlands that brings together the International Finance Corporation (IFC), the International Labour Organization (ILO), the UN Refugee Agency (UNHCR), the UN Children’s Fund (UNICEF) and the World Bank. The Partnership has is concluding a first Phase of the Programme (2019-2024) and at the same time, starting a second phase of another four-year period (2024-2027) where partners will join their efforts to develop a new paradigm in responding to forced displacement crises in 8 countries (Egypt, Ethiopia, Iraq, Jordan, Kenya, Lebanon, Sudan, and Uganda).

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The overall ILO’s vision within the programme is to strengthen decent work in countries impacted by forced displacement to mitigate stress factors at all levels and support inclusive socio-economic enablers for access to labour markets and empowerment of host communities and of forcibly displaced populations.

The ILO will bring to the programme significant expertise and experience in supporting enabling environments to underpin inclusive socio-economic growth and decent work, strengthen labour markets and promote access to improved working conditions and fundamental rights at work, including through the involvement of its tripartite national constituents. The ILO will stimulate labour market demand and immediate job creation through employment-intensive investment, local economic and business development and promotion of specific value chains and market systems, and support to strengthen inclusive social protection systems.

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It is against this background the PROSPECTS is seeking to hire a National Finance and Administrative Officer, based in Addis Ababa, to support M&E functions of the Programme in Ethiopia and Sudan.

PROSPECTS Programme

The ILO’s vision within the Partnership is: To strengthen decent work in countries impacted by forced displacement to mitigate stress factors at all levels and support inclusive socio­economic enablers for access to labour markets and empowerment of host communities and of forcibly displaced populations.

The PROSPECTS Programme aims to achieve the overall impact of Inclusive Policy environments and improved sustainable living conditions for women, men, girls and boys in refugee and vulnerable host communities in Ethiopia by 2027, and in Sudan by 2025, through focusing on strengthening the socio-economic enabling environments for the communities that host different forcibly displaced populations (IDPs and refugees) to ensure sustainable decent work, training and education opportunities, as the policy, legislative and regulatory frameworks facilitate this integration process.

Main purpose

Within the policy and procedural requirements established by the ILO and the programme, the Finance and Administrative Officer will support the financial management of the Partnership programme in Ethiopia and Sudan, work in close cooperation with Finance and Administrative Assistants based in Ethiopia and Sudan and ensure that the financial, administrative, procurement and contract management of the project are conducted in compliance with the ILO’s relevant rules and regulations. The incumbent will facilitate capacity building workshops for Partners on ILO’s Financial Rules and regulations aimed an ensuring Partner adherence to ILO’s expectations.

Reporting lines

The position works under the supervision of the PROSPECTS Chief Technical Advisor for Ethiopia and Sudan and will receive further technical guidance from CO Addis Ababa Sr Operations Officer and the Regional Administrative Services in ILO ROAF.

Within the ILO, the primary internal contacts will be the Operations Officer under CO Addis Ababa, Finance and Administrative Officers in CO Addis Ababa the PROSPECTS Technical Officer and Deputy Programme Manager for Sudan, and the National Programme Coordinators of the PROSPECTS Programme in Ethiopia and Sudan, who are coordinating the implementation, technical and Financial reporting. Further internal contacts will include the ILO Country Office Addis Programme Unit, which coordinates ILO’s Programme and Budget interventions in the Country Office, as well as the ILO Global FCO of the PROSPECTS Programme.

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Externally, the position requires engagement with Implementing Partners, ILO Constituents and partner agencies such as IFC, UNICEF, UNHCR, and the World Bank, all of which are part of the PROSPECTS Programme, with the expectation that the official will support improvements on adherence of Implementing Partners to ILO financial regulations when implementing project interventions.

Main duties and responsibilities

The Finance and Administrative Officer will have the following duties and responsibilities:

• Assist in delivery of financial operations and accounting services covering responsibilities, for accounts payable, accounts receivable, approval of payments, external payment authorisations (EPAs) and office financial clearance (OFCs), accounts reconciliation, billing, monthly closing of accounts, forecasting, year-end closing of accounts. Provide support for preparation of the budget proposals and estimates for all sources of funds.
• Assemble and present statistical information. Maintain financial records of allocations, expenditure control data and reconciliation statements of expenditures for all sources of funds. Assist in the monitoring of the operations of US dollar and local currency accounts and ensure an adequate balance of deposits. Keep custody of the accounting records for office imprest account.
• Compute payroll for office and project personnel. Execute appropriate payments to staff and for locally purchased goods and services. Ensure the preparation of monthly imprest reports. May serve as certifying officer for the disbursement of funds.

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• Provide advice and assistance to officials and experts in preparing project budgets, project document revisions and budgets for other activities. Assist and guide project management in monitoring project funds as well as in maintaining the internal financial controls of projects.
• Responsible for the issuance, processing, control and conservation of documents relating to a variety of personnel actions and monitor and ensure that these actions are taken in accordance with established policies and procedures.
• Monitor, process and document transactions concerning staff entitlements, benefits and privileges, and provide guidance and information to staff on rules, regulations and procedures concerning conditions of service and on other personnel administrative issues.

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• Prepare draft vacancy announcements, establish contacts with potential sources of recruitment, place advertisements, respond to requests for information from potential candidates and conduct preliminary interviews and skill tests.
• Brief experts and other officials on financial, personnel and administrative matters. Conduct research and analyse data and information on a variety of operational related subjects. Prepare analytical reports to contribute to project monitoring and provide inputs to reports and other communications.
• Arrange for 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.

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• Expedite customs clearance of goods and personal effects and the processing of immigration applications and other formalities.
• Monitor the use, safekeeping and maintenance of office records, and advise management on new or improved office procedures and practices.
• Maintain liaison on daily administrative matters with local banks, insurance companies, government agencies, other UN agencies, etc., and attend inter-agency meetings to discuss issues of common interest, working groups and joint initiatives on common system activities in the concerned operational areas. Prepare information notes on key issues and developments and follow up as required.

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• Prepare correspondence on financial, personnel, and administrative matters to other offices or headquarters, and prepare correspondence for the supervisor’s signature to government officials, international organizations, and other outside bodies.
• Undertake missions to other offices or to project sites to provide briefing and to resolve problems of a financial, personnel, or administrative nature.
• Supervise the work of support staff.
• Perform other relevant duties as assigned by the supervisor and or Country Office Director.

Qualifications required

Education

• First-level university degree in Finance, Accounting or related field, and strong knowledge on financial management.

Experience

• At least two years of professional experience at the national level in Financial Management and accounting, administrative support services and contract management.
• Experience with project management and financial management tools.
• Experience in managing Implementing Partners on financial management and reporting

Technical requirements: good knowledge of Financial Management and accounting systems.

Languages

• Excellent command of English. Working knowledge of Amharic. Knowledge of French is an asset.

Competencies

knowledge of the office’s financial, administrative and personnel rules, regulations and procedures.

• Knowledge of national/local laws and regulations as pertinent to the areas of responsibility.
• Knowledge of the office’s programming matters and activities.
• Ability to interpret administrative information, to identify and analyze problems, and to understand the different components and how they inter-relate.
• Good drafting skills.
• Ability to communicate effectively both orally and in writing.
• Ability to clarify information.

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• Good computer applications skills.
• Proven ability to deal with confidential and sensitive matters.
• Organizational skills.
• Ability to work on own initiative as well as a member of a team.
• Ability to deal with people with tact and diplomacy.
• Must display a high standard of ethical conduct and exhibit honesty and integrity.
• Ability to supervise staff.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires:

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• Ability to interpret and work within applicable rules, regulations, policies, and procedures.
• Ability to identify and analyse information needs and classify them according to ILO standards.
• Ability to maintain effective working relationships with key stakeholders.
• Attention to detail and skills in design, layout, formatting and editing documents.
• Ability to foster effective two-way communication, understanding, manage and disseminate information to a varied audience.
• Ability to adapt quickly to new software and systems.
• Ability to manage competing priorities.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.