Introduction

Since 2011, with the onset of the Syria crisis, the ILO has played a critical role in supporting countries hosting Syrian refugees, including Lebanon, to address the labour market impacts of large-scale displacement, strengthen resilience, and prevent the erosion of labour standards.

As of early 2025, the ILO has been expanding its efforts in Lebanon to work on systems strengthening and adapting its direct interventions on the ground to be aligned with the reform agenda of the new Government, priorities of its social partners, and evolving needs of the beneficiaries. In parallel, the latest political and economic developments in Syria are shaping new dynamics in Lebanon and the region at large and creating real prospects for the voluntary return of Syrian refugees to their country.

In response, the ILO is engaged in developing several new initiatives in Lebanon and Syria to promote durable solutions, including through enhancing access to decent work for refugees and returnees. Two key Durable Solutions initiatives proposed are under the Opportunity Fund of the Netherlands-funded PROSPECTS Partnership, implemented by ILO, IFC, UNHCR, UNICEF, and the World Bank response to forced displacement; and a new EU-funded programme, to be jointly implemented with UNHCR and IOM.

The EU-funded joint programme supports voluntary returns and inclusive recovery in Syria, while helping Lebanon manage return dynamics and strengthen labour governance. Within this framework, the ILO leads on labour market and decent work components, with tailored interventions in each country. In Lebanon, the ILO supports efforts to reduce informality, address skills mismatches, and expand access to decent work, while supporting strengthening labour market governance. In Syria, the focus is on labour market governance, skills development and active labour market interventions to support the reintegration of returnees and vulnerable groups.

Reporting lines:

The Procurement and Finance Assistant will report to the Senior Administration and Finance Officer and will work under the overall guidance of the Project Manager – Durable Solutions and Regional Chief Technical Adviser for PROSPECTS and related DC programmes on Displaced Persons and Durable Solutions and will receive technical guidance from the Regional Programming Unit and Regional Administrative Services in ROAS.

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

2. Check, review, process and prepare all documentation, including all financial transactions and issuance of contracts, and ensure correctness and accuracy for financial clearances and payments.

3. 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.

4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.

5. Support procurement processes in line with ILO Financial Rules and Procurement Manual, including preparing Purchase Requisitions (PRs), Requests for Quotations (RFQs), comparative bid analysis tables, purchase orders, supplier registration requests, and vendor vetting documentation.

6. Coordinate logistical and administrative arrangements for meetings, training workshops, seminars, and field missions, including venue reservations, participant travel arrangements, and payments of allowances, ensuring accuracy of supporting documents.

7. Liaise with suppliers, service providers, and implementing partners to obtain quotations, clarify documentation requirements, follow up on deliveries, and address administrative issues. Escalate any discrepancies or compliance concerns to the supervisor.

8. Assist in the preparation of periodic financial reports and expenditure tracking tables, ensuring alignment with donor formats and internal reporting schedules. Support reconciliation of accounts as required.

9. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.

10. 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.

11. 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.

12. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.

13. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.

14. Perform other related duties as assigned, including field-level support during training or procurement delivery activities.

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 procurement and finance work.

Experience in working with ILO-funded projects is an asset.

Similar experience with the United Nations Common System or an international organization is desirable.

Languages

Excellent knowledge of English and good working knowledge of Arabic (Written and spoken)

Competencies

In addition to the ILO core competencies (Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration), this position requires:

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to lead a team and manage a heavy workload under time pressure.
• Thorough knowledge and understanding of complex administrative guidelines and procedures, as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
• Good knowledge of work of the project /programme and the work carried out in other work units.
• Ability to respond to requests and to deal with visitors with tact and diplomacy.
• Ability to search and retrieve information from databases and compile reports.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
• Good analytical skills: proven ability to prepare reports and administrative statistics; ability to provide training and guidance on administrative and financial rules and procedures to implementing partners, junior staff members.
• Ability to work proactively in the spirit of teamwork.
• Ability to interpret project financial information and to identify and analyse problems with implementations.

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.