Administrative and Finance Officer

Introduction

The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. The only tripartite U.N. agency, the ILO brings together governments, employers, and workers’ representatives of 187 member States to set labour standards, develop policies and devise programmes promoting decent work for all women and men. Today, the ILO Decent Work Agenda advances the economic and working conditions that give all workers, employers, and governments a stake in lasting peace, prosperity and progress.

The International Labour Organization (ILO) plays a key role in advancing decent work solutions for displaced and returning populations across Syria and neighbouring countries. It supports coherence on labour mobility and skills recognition at the regional level, expands access to decent work in host countries, and contributes to sustainable returns and socio-economic recovery in Syria. Guided by Recommendation No. 205, the ILO applies a comprehensive approach that bridges humanitarian, development, and peacebuilding efforts through the HDP Nexus.

Under this framework, the ILO will implement the PROSPECTS and DAR programmes funded by The Netherlands and the EU. The programme will strengthen labour market governance, expand access to market-relevant skills, and support inclusive economic recovery in both host and return settings. Key interventions include rehabilitating TVET centres, expanding modular and work-based training, promoting Recognition of Prior Learning, and strengthening enterprise development by supporting the recovery, growth and resilience of start-ups and micro, small and medium-sized enterprises (MSMEs).

Under the general supervision of PROSPECTS and DAR Project Technical Officer and in close coordination with the PROSPECTS/DAR regional CTA and the Regional Office in Arab States, the Administrative and Finance Officer will oversee the administrative and financial aspects of assigned projects. This includes ensuring sound financial management, monitoring expenditures and commitments, overseeing procurement and logistics processes, and supporting financial forecasting and budget revisions, in line with ILO rules and donor requirements.

This position is strictly based on availability of funding.

Reporting lines:

The Administrative and Finance Officer will directly report to the PROSPECTS and DAR Project Technical Officer under the overall supervision of the PROSPECTS/DAR Regional Chief Technical Advisor. Technical support and guidance will be provided by the Chief Regional Administrative Services at the Regional Office for Arab States (ROAS).

Description of Duties

1. Monitor progress of the projects and activities by reviewing, verifying and analysing work-plans, progress reports, final reports and other data for clarity, consistency and completeness. Provide regular project financial delivery reports to support informed decision-making and propose corrective action. Provide inputs to project progress reports at the country and global levels to be submitted to the donor.
2. Assist and guide the project staff in preparing expenditure requests and budget management, and provide consolidated information on the financial situation of the ILO portfolio of the specific project activities.
3. Assist in the programming and control of projects resources, prepare budget estimates and budgets and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities and budget allocations; and making recommendations to the Project Manager for remedial action, when required.
4. Follow-up with relevant departments at headquarters and regional office, implementing partners, government offices, social partners, constituents, and other organizations to expedite implementation and meet delivery targets.
5. Provide technical advice and operational support on procurement and contract management, ensuring compliance with ILO rules and procedures. Coordinate and monitor procurement activities, including the preparation of solicitation documents (RFQs, RFPs and ITBs), the management of procurement processes through the UNGM/ILO Jaegger platform where applicable, and support contract administration to ensure quality, transparency and timely delivery.
6. Coordinate and oversee administrative, financial and logistical support services for projects, including shared cost arrangements, office systems and records management, while ensuring compliance with ILO policies and standards. Monitor the integrity of financial and administrative processes, recommend improvements to office procedures and practices, and support the efficient implementation of project operations.
7. Keep abreast of changes to applicable standards, best practices and technologies in administrative and finance related issues. Share knowledge and provide guidance to project staff.
8. Brief ILO specialists, project experts, associate experts and visiting officials and provide relevant information on the projects.
9. Draft in, or translate into, local languages (Arabic-English and vice versa), official correspondence, minute sheets that provide summary of activities, requests for contract amendments, contract no-cost extensions, statements, justifications, etc.
10. Participate in the preparation and conduct of conferences, seminars, workshops, training sessions, and consultative meetings. Undertake missions to project sites, normally accompanying technical officers.
11. Support in internal audit and donor verification missions.
12. Oversee the work of Administrative and Finance Assistants supporting the projects, assigning them tasks, providing guidance/training, and ensuring the quality of their work.
13. Perform other relevant duties as required by the supervisor.

Required qualifications

Education

First level University degree in Business Administration, Procurement, Finance or other closely related field. An advanced university degree will be an advantage.

Experience

At least one year of professional work experience at the national level in the area of project management, administrative, procurement, finance or accounting role, including guidance of Admin/Finance Assistants.

Proven experience with the United Nations Common System or an international organization, managing the Admin/Finance of large programmes would be an asset. Prior experience in an Oracle-based ERP system and e-procurement platform is an advantage.

Languages

Excellent knowledge of written and spoken English and Arabic.

Competencies

• Good knowledge of financial and accounting principles and concepts as well as international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.

• Good knowledge of Public Procurement Principles.

• Knowledge of the office’s financial rules and regulations.
• Good knowledge of the context and challenges for the project areas of expertise.
• Strong analytical skills and ability to justify requirements and approaches to problem resolution, and good drafting skills.
• Ability to communicate effectively both orally and in writing. Ability to clarify information
• Strong analytical skills and ability to justify requirements and approaches to problem resolution, and good drafting skills.
• Demonstrate collaborative and teamwork experience and ability to work effectively with a multicultural and interdisciplinary team, as well as to work on his/her own initiative.
• Ability to work independently, quickly, precisely with attention to detail, and take initiative and responsibility.
• Ability to work under pressure and to meet tight deadlines.
• Proficient in Microsoft Word, Power Point, Excel, web-browsers and database applications.

• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

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.