Essential Functions and Responsibilities

The AAF will provide administrative and financial support, as well as monitoring of contracts and budgets and administrative tasks, notably through the ILO Integrated Resource Information System (IRIS). The specific tasks to be accomplished are as follows:

1. Ensure liaison with the ILO Office in Dakar in the administrative and financial management of the project and ensure compliance with procedures for the management of ILO development cooperation programs (management of suppliers on the system, preparation of the necessary documentation for approval, management of payment requests and monitoring of the processing of these requests; management of supplier contracts, consultants, implementation contracts, etc.);

2. Perform financial support functions for operational and payment-related tasks for the project, including initiating and processing financial transactions and verifying that information and supporting documents comply with rules and regulations, policies, procedures and standards applicable ILO;

3. Prepare financial approvals, external payment authorizations

4. Support the NPC in monitoring project funds, maintaining internal financial control of the project and preparing budget revisions;

5. Ensure the management and archiving of administrative and financial documents;

6. Support the CNP in the preparation of detailed estimates and in the production of financial reports and budget forecasts for the project;

7. Organize working meetings and technical committees of the project and assist in the preparation of the steering committee;

8. Organize the local supply, maintenance and conservation of equipment, furniture, vehicles and office supplies, as well as the maintenance and security of office premises;

9. Process and review the supporting documents and reports sent by the partner institutions relating to the implementation contracts concluded and in accordance with the instructions received, making the necessary summaries and calculations 

10. Accompany and/or support monitoring missions in the field in order to verify the conformity of data and to help institutions in the implementation of activities;

11. Perform any other function assigned by the hierarchical superior

Training

The incumbent must have completed secondary education followed by a diploma in accounting, finance, management, administration or any other relevant field . A degree in project management would be an asset.

Required Qualifications

Experience

Experience – At least five years of experience in the administrative/financial field. Experience using an integrated management software package (ERP), particularly modules relating to program management and monitoring will be an asset.

LANGUAGES

Linguistic knowledge – Excellent command of Portuguese. Good knowledge of French and English is an asset.

SKILLS

• Knowledge of financial and administrative management processes, experience of financial rules and procedures. Knowledge of financial and administrative operations in a United Nations organization would be an asset.
• Good knowledge of modern administrative management procedures and tools.
• Good knowledge of program and/or project administration.
• Good knowledge of results-based management (RBM).
• Knowledge of methods and techniques for evaluating the quality and efficiency of process execution.
• Proven mastery of word processing and spreadsheet software (Excel, Word, Power Point), electronic messaging as well as the Internet and social networks.
• In-depth knowledge of internal procedures for the preparation of documents and administrative forms as well as the creation and management of archiving systems.

• Ability to interpret and comply with applicable financial rules and regulations, policies and procedures.
• Ability to evaluate correspondence and inquiries to determine the appropriate course of action
• Ability to search and extract information from databases and ability to compile reports.
• Ability to integrate into a team and work under pressure.
• Ability to work in a multicultural environment and adopt non- discriminatory and gender-sensitive behavior