Project/Programme Finance and Administrative Assistant

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International Labour Organization




This position is located in the Fundamentals Principles Rights at Work (FUNDAMENTALS) Branch of the Governance and Tripartism Department (GOVERNANCE). GOVERNANCE develops advice on labour laws and assistance on labour law reforms based on ILO conventions and recommendations. It provides state-of-the-art technical support and capacity-building to labour ministries and assists labour inspectors to build capacity and develop strategies to achieve compliance with labour laws, including occupational safety and health laws. It advocates and helps constituents to build strong and functional institutions and processes for social dialogue. GOVERNANCE includes ILO programmes to realize fundamental labour rights. It incorporates the following Branches and Units: Labour Administration, Labour Inspection and Occupational Safety and Health, Fundamentals Principles Rights at Work, Betterwork, Labour Law and Reform; and Social Dialogue and Tripartism.

The FUNDAMENTALS Branch carries out development cooperation, research and advocacy functions to assist ILO Member States to respect, promote and realize the fundamental principles and rights at work, which are: freedom of association and the effective recognition of the right to collective bargaining; the elimination of all forms of forced or compulsory labour; the effective abolition of child labour; the elimination of discrimination in respect of employment and occupation; and a safe and healthy working environment.

This position will be members of the FUNDAMENTALS’ Administrative and Finance team (FUNDAMENTALS POOL). These positions will be responsible for providing financial and administrative support to the Branch’s large development cooperation (DC) portfolio, contributing to the smooth and efficient running of the Branch.  

Reporting lines: 

  • The incumbents will report to the Senior Specialist on Non-discrimination, who is responsible for managing the FUNDAMENTALS Pool. 

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.
  • Perform other relevant duties as assigned.

Required qualifications


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


  • At least five years of progressively responsible finance and administrative work.


  • Excellent knowledge of one working language of the Office (English, French or Spanish), and good working knowledge of another.





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