Finance and Administrative Assistant – G5; DC Job Pretoria area,South Africa,Administrative/Clerical

Position: Finance and Administrative Assistant – G5(DC) 1

Introduction

The position will be located in the DWT Pretoria Office, which maintains overall responsibility for the ILO’s presence and activities in Botswana, Eswatini, Lesotho and South Africa. It also serves as the liaison office for the Southern African Development Community (SADC). It supports its constituents in defining programme priorities, activities, monitoring, and overall programme delivery.

Position
:
Financial and Administrative Assistant (FAA). The FAA will work on the following projects:

• Equipping South Africa’s workforce for a just transition through up-skilling and re-skilling (ZAF/23/03/DEU), funded by GIZ

• Delivering a Gender-Transformative Just Transition (RAF/23/02/DEU), funded by GIZ.

• Promoting Decent Work through Productivity and Workplace Cooperation interventions in South Africa’s clothing manufacturing sector, funded by the Government of Flanders (ZAF/23/01/FLA).

The projects aim to contribute to a just transition and to strengthen guidance, learning and capacity development for the constituents, with activities including research, institutional capacity development, technical advisory services, sectoral and tripartite dialogues, awareness raising and communication.

Reporting lines

Under the overall responsibility of the Director of DWT/CO Pretoria, the FAA will work under the supervision of the National Project Officer of the ZAF/23/03/DEU project and with technical backstopping from the DWT Enterprise and Skills Specialists. Guidance and support will also come from Pretoria Finance and operations colleagues and, when relevant, from the SKILLS Branch and ENTERPRISES Department in Geneva.

Description of Duties

The FAA will primarily provide support to the three projects in all finance and administrative tasks to ensure smooth preparatory work and successful implementation. Activities include:

Assist with planning and preparatory work of the three project activities in South Africa. Monitor project status and receipt of documentation for review and approval, verify compliance with rules, regulations, policies and guidelines. Inform supervisor of discrepancies in outcomes and deliverables.

Compile, summarize and present information and data on budgets, staffing, programme structures, and related topics.

Collect quotations, prepare Purchase Orders (POs) in IRIS, manage external collaborations and service contracts, and monitor contractual obligations to third parties according to ILO rules.

Provide administrative and financial backstopping and guidance for project staff and consultants on payments, travel claims, entitlements and other financial requirements. Maintain official records and files.

Prepare recurring and special reports for donor reporting, budget preparation, audits, etc.

Perform project administrative tasks including logistics for staff, travel arrangements, visas, hotel reservations, and events in South Africa.

Maintain and update spreadsheets and databases for internal expenditure control. Prepare budget data, revisions and proposals as needed.

Prepare administrative and finance related briefing materials for the National Project Coordinator and DWT Specialists. Support progress reporting and timetable adherence.

Process financial transactions and respond to routine inquiries on payments and budget status; stay informed on changes to relevant policies and processes.

Required qualifications

Education

Completion of Secondary school education plus formal training in accounting, finance or business administration from a recognized commercial school or equivalent.

Experience

Five years of experience in clerical administrative work including record keeping and processing of information, with basic knowledge of report writing.

Languages

Excellent knowledge of English and good knowledge of one of the official national languages of South Africa.

Competencies

Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures
Ability to take ownership, act with integrity and meet commitments within time, cost and quality standards
Proficient in basic computer software (Word, PowerPoint, Excel, Adobe Reader) and ability to use other office…


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