Introduction

The temporary position of Financial Assistant is located in the Department Support Team (DST) within the Internal Services and Administration Department (INTSERV). INTSERV is responsible for building management, security, logistics and services, including publications, document production, printing and distribution, ILO greening, travel and diplomatic privileges. The DST provides general support to the Director and other line managers of the Department in the areas of financial control, human resources and general office management.
The incumbent will primarily provide financial and administrative support to the Publishing, Production, Printing and Distribution Unit (PRODOC). He/she will also provide administrative and financial support to the other units in the department.
The post holder will work under the supervision of the Head of DST.

Duties

1.    Carry out the financial transactions required to fund internal publishing work. Administer the budget codes of requesting departments, control, reconcile and process transfers of expenditure to the corresponding accounts. Provide a breakdown of costs and invoice ILO departments and field offices accordingly in collaboration with their Financial Control Officers.

2.    Control the accounts and transactions of several budgets and the transitory accounts of all units of the department. Examine accounts for discrepancies and take appropriate corrective action. Provide regular reports and statistics on the financial statements and transactions of all transitory accounts using the IRIS system and Microsoft Office tools (mainly EXCEL).

3.    Prepares goods and services contracts, funds reservations, external collaboration contracts, receipts and invoices for all INTSERV units using the ERP system. Verifies invoices and payments against services provided. Receives invoices, compares them with estimates and prepares receipts accordingly.

4.    Performs and coordinates a wide range of administrative and clerical support duties for all INTSERV units, ensuring compliance with applicable standards. Provide on-the-job training to other staff as required.

5.    Updates supplier files and informs the Payroll Unit of any changes in name, address or bank details.

6.    Compile information and reference documents for the supervisor on specific topics, as required, and provide administrative and financial support to departmental professionals.

7.    Prepare and control internal invoices for services provided by INTSERV department units to internal and external counterparts, such as rental of workspace, parking, utilities, etc. Maintain appropriate tracking tools for this task.

8.    The incumbent may be called upon to act as expenditure controller, within prescribed limits.
9.     Performs other relevant duties as assigned.

Required qualifications

Education

The incumbent must have completed secondary education.

Experience

At least five years’ relevant experience.

Languages

Excellent command of one of the Organisation’s working languages (English, French, Spanish) and a working knowledge of a second working language.

Competencies

In addition to the core competencies defined by the ILO (integrity and transparency, sensitivity to diversity, orientation to learning and knowledge sharing, client focus, communication skills, change orientation, accountability for results, quality focus, collaboration), this position requires the following competencies:
Good knowledge of the established standards governing the operational areas concerned. Ability to interpret and work within applicable rules, regulations, policies and procedures.
Knowledge of ILO programmes and activities.
Proficiency in the use of office software, such as Office 365 (Word, Excel, PowerPoint, Teams).
Good knowledge of SharePoint or another document management system.
Good ability to work with enterprise resource planning (ERP).
Ability to quickly understand and work effectively, with minimal assistance and training, with office automation tools and software, systems, applications and web platforms.
Ability to use a content management system to copy, paste and format content from a page on a public website.
Strong writing skills.
Analytical skills and attention to detail.
Interpersonal and communication skills. Tact and diplomacy. Discretion in dealing with confidential matters.
Ability to work effectively in a multicultural environment and to adopt a gender-sensitive, non-discriminatory and inclusive attitude and behaviour.