Introduction

The position is located in the ILO Decent Work Technical Support Team and Country Office for Eastern Europe and Central Asia (DWT/CO-Moscow). DWT/CO-Moscow coordinates the ILO activities in ten countries: Azerbaijan, Armenia, Belarus, Georgia, Kazakhstan, Kyrgyzstan, Russian Federation, Tajikistan, Turkmenistan and Uzbekistan.

The incumbent will assume full responsibility for providing financial, administrative and human resources (HR) support functions that facilitate the overall achievement of objectives of the DWT/CO Moscow. A number of tasks will over time have to be performed using IRIS (ILO’s Integrated Resource Information System) which is gradually rolled out to field offices.

Reporting lines:

The Deputy Director of DWT/CO Moscow is the direct supervisor of the incumbent and the Director of DWT/CO Moscow is the Responsible Chief.

Specific duties:

1.         Administer all financial transactions, monitor expenditures and ensure the execution of all payments which involve application of ILO administrative and financials regulations and procedures. Ensure timely preparation of monthly reports.

2.         Supervise the closure of financial periods for each month, year and biennium as required by FINANCE instructions and the Office’s IPSAS policies. Ensure that accruals and pre-payments are followed and cleared in future periods.

3.         Serve as certifying officer for the disbursement of funds.

4.         Monitor the operations of US dollar and local currency accounts and ensure an adequate balance of deposits. Keep custody of, and accounting records for the office accounts.

5.         Control records of approved accruals maintained by the Finance Assistant.

6.         Oversee the preparation of the payroll for office and project personnel by checking the changes in the LPS database / IRIS and monthly payrolls prepared by Human Resources Assistant.

7.         Review salary instructions, reports and finalized vouchers before submitting to the Director for approval.

8.         Take responsibility for security and integrity of data, and the smooth running of the local computer accounting system.

9.         Ensure that local procurement, maintenance, safekeeping and disposal of the equipment, furniture, vehicles and supplies for the office and its projects are in line with ILO rules. Ensure physical inventory checks in all offices at least once per year.

10.       Arrange for the provision, maintenance and security of office premises, and negotiate contracts as required with private companies or government services.

11.       Establish and maintain contacts with local banks, insurance companies, housing and contractual services, government agencies, other UN agencies, etc., initiate the resolution of administrative problems. Attend inter-agency meetings to present the organization’s position on areas of common interest.

12.       Oversee the routine operations, including the issuance and conservation of documents, relating to a variety of personnel actions, monitor and ensure that these actions are taken in accordance with established policies and procedures.

13.       Participate in the recruitment of General Service staff. Attend interview panels and perform qualification assessment as necessary. Oversee the orientation and training of newly recruited GS staff.

14.       Maintain contacts with headquarters, other offices and outside bodies on financial and administrative matters.

Generic duties

1.         Prepare expenditure forecasts, 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. Monitor 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.

2.         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.

3.         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.

4.         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.

5.         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.

6.         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.

7.         Brief experts and other officials on financial, personnel and administrative matters.

8.         Organise travel plans and arrangements, and calculate and settle travel claims for office staff or others as appropriate.

9.         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.

10.       Expedite customs clearance of goods and personal effects and the processing of immigration applications and other formalities.

11.       Ensure logistical support for seminars, workshops, training sessions and meetings.

12.       Monitor the use, safekeeping and maintenance of office records, and advise management on new or improved office procedures and practices.

13.       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.

14.       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.

15.       Undertake missions to other offices or to project sites to provide briefing and to resolve problems of a financial, personnel or administrative nature.

16.       Supervise the work of support staff.

17.       Perform other duties as may be assigned by the supervisor.

Education:

First level university level degree in business administration, finance, accounting or other relevant field.

Experience:

Three to five years of professional experience in a finance or accounting position including a wide range of business administration functions. Work experience in Eastern Europe and Central Asia is an advantage. Acquaintance with business administration procedures in the UN System will be considered as an asset.

Languages:

Excellent command of English and good knowledge of Russian language.

Competencies:

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

Full information here:

TO APPLY

1) go to https://erecruit.ilo.org/public/index.asp

2) click on “Not registered? Registered here”

3) complete this page

4) click on “Submit this registration”

5) an e-mail confirming your registration will be sent to you

6) upon receipt, you can continue to complete the following pages of your CV

7) please print all pages of the CV in pdf and send a pdf file to applicationsmoscow@ilo.org indicating the title of the vacancy “Finance and Administrative Officer”in the subject of your email.

8) In the email, please indicate how you have learned of this job opportunity

APPLICATIONS SHALL BE SUBMITTED IN ENGLISH