Finance and Administrative Assistant: International Labour Organization

Organisation: ILO (International Labour Organization)
Location: Harare, Zimbabwe
Closing Date: 17 March 2025 (midnight Harare time)

Grade: G5
Vacancy No.: DC/HARARE/GS/2025/01
Job ID: 12746
Department: RO-Africa
Organization Unit: CO-Harare
Contract Type: Fixed Term

Introduction:

The International Labour Organization Country Office for Zimbabwe (CO-Harare) is seeking a highly motivated and skilled Finance and Administrative Assistant to join our team in Harare.

The successful candidate will provide essential support to the Skills for Youth and Women Employability and Productivity Project (SYWEP), contributing to the ILO’s mission of advancing social justice and decent work in Zimbabwe.

Background:

The ILO works to advance social justice and decent work through Decent Work Country Programmes (DWCPs) and development cooperation projects.

The Skills for Youth and Women Employability and Productivity Project (SYWEP) is a collaborative initiative aimed at enhancing the employability and productivity of youth and women by providing demand-driven skills training, supporting enterprise development, and strengthening linkages to competitive value chains.

Reporting Lines:

The incumbent will work under the overall responsibility of the Director of ILO/CO-Harare and the direct supervision of the National Project Coordinator of the Skills for Youth and Women Employability and Productivity Project. The incumbent will receive further technical guidance from CO Harare Operations Officer.

Description of Duties:

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
• 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 concerned officials 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, check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping support and guidance to 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 on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
• Provide support, when necessary, in the preparation and running of project workshops and meetings.

• Arrange for the local procurement of goods and services for the project in line with project work plan and budget working closely with Finance and the technical team.
• Maintenance, safekeeping and reporting of project assets and inventory. Work closely with the Finance to ensure that mid and end of year physical inventory/asset verification is undertaken and reconciled to records.
• Perform other relevant duties as assigned.

Required Qualifications:

Education:

• Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience:

• At least five years of progressively responsible financial and administrative work. Experience of working with an enterprise resource planning (ERP) system, in particular finance modules.

Languages:

• Excellent knowledge of English and good knowledge of Shona or Ndebele.

Competencies:

• i) Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• ii) Good knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
• iii) Knowledge of procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• iv) Good analytical skills.

• v) Ability to reason and make sound judgements.
• vi) Ability to maintain financial records and prepare accounting reports and statements.
• vii) Demonstrate responsible behaviour and ability to pay attention to detail.
• viii) Ability to deal with confidential matters with discretion.

• ix) Display high standards of ethical conduct.
• x) Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• xi) Ability to evaluate correspondence and inquiries for best course of action.
• xii) Ability to respond to work related inquiries in an appropriate manner.

• xiii) Ability to obtain services from other work units inside or outside the office for completion of tasks.
• xiv) Ability to communicate effectively both orally and in writing.
• xv) Ability to work on own initiative as well as a member of a team.

• xvi) Organizational skills.
• xvii) Ability to deal with people with tact and diplomacy.
• xviii) Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Eligibility:

• Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates

The ILO values diversity among its staff and encourages applications from qualified women and men, including those with disabilities.

Recruitment Process:

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration. APPLY HERE.