Introduction

The project on promoting social protection coverage and decent work in the Albertine and Rwenzori regions in Uganda, is a two-years initiative (May 2025 – April 2027), implemented by the International Labour Organization, with funding from the Belgium Development Agency – ENABEL.

The initiative comes into play to address the structural challenges hindering the attainment of decent work and the fulfilment of life among workers in both the formal and informal sector. It focuses on building and supporting decent work opportunities and extending social protection coverage to workers in the informal economy, through promoting the fundamental principles and rights at work, contributory social insurance, and social dialogue, among workers in the agriculture, tourism and hospitality sectors.

The project aligns with the national social protection strategy (2023), and the Decent Work Country Programme (2023/24-2027/28) The project seeks to achieve the following outcomes:

• Increased awareness on Fundamental Principles and Rights at Work for workers in the formal and informal sectors.
• Increased awareness about Rights to social protection and support efforts on coverage extension to workers in the informal economy.
• Enhanced Capacities of workers and employers’ organizations with a specific focus on women’s organizations for social dialogue for decent work.
• Strengthened Capacities of members of the productivity task force on national productivity related issues.

Reporting lines:

The Finance and Administrative Assistant will directly report to the National Project Coordinator. She/He will provide finance and administrative services to the project ensuring the highest standards of discretion and integrity and sense of responsibility. He or she will provide a range of specialized finance and administrative support services in an efficient, effective and client-oriented manner. Work involves using the enterprise resource planning (ERP) system to process transactions for financial clearance and payment processing.
The incumbent performs at a fully operational level and resolves a variety of recurring and non-recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines.

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

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.

Languages

Excellent command of English and good working knowledge of another language of the duty station

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.