Finance and Administrative Assistant - Yola, Adamawa State (G5)

Introduction

The Consolidating Action for Social Protection in Nigeria (CASPIN) project builds on the International Labour Organization's (ILO) extensive experience in strengthening inclusive and rights-based social protection systems globally and in Nigeria. Over the years, the ILO has worked closely with its tripartite constituents, the Government of Nigeria, United Nations agencies, international financial institutions, bilateral development partners, and civil society organizations to strengthen social protection governance, expand institutional capacities, and promote sustainable financing and delivery of social protection programmes.

CASPIN is implemented with financial support from the Supporting Sustainable Social Protection, Participation and Economic Resilience in Northeast Nigeria (SEPIN-SUSI) programme, funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) and the European Union. The project contributes directly to Output 4 of the SEPIN-SUSI programme by strengthening institutional and human capacities required for the effective implementation, coordination, monitoring, and continuous improvement of social protection systems in Adamawa and Borno States.

The project responds to persistent institutional and capacity constraints affecting the implementation of social protection policies and programmes at sub-national level. While Nigeria has made significant progress in establishing policy and legal frameworks for social protection, challenges remain in translating these frameworks into effective, coordinated, and inclusive service delivery. CASPIN therefore adopts a systems-strengthening approach that enhances the technical, institutional, and operational capacities of government institutions and key stakeholders responsible for designing, implementing, monitoring, and evaluating social protection interventions. Recognizing the central role of social protection in reducing poverty, promoting social inclusion, strengthening resilience, and advancing decent work, CASPIN adopts a rights-based and participatory approach anchored in social dialogue. The project will engage state governments, employers' and workers' organizations, financial service providers, civil society organizations, humanitarian and development partners, and other ecosystem actors to strengthen governance, coordination, accountability, and learning across the social protection sector.

The ILO Country Office Abuja is therefore seeking to recruit a Finance & Administrative Assistant to support the implementation of the project as stated in the product document in compliance with ILO’s financial and operating procedures.

Description of Duties

Reporting lines:
Under the overall responsibility and direct supervision of the Director of ILO-CO, Abuja, the incumbent will liaise and receive technical support from the Chief, Finance and Administrative and will report directly to the National Project Coordinator.

Main duties and responsibilities:

(i) Assist with the planning and preparatory work of the project initiatives in Nigeria. Monitor status of the project and receipt of documentation for review and approval, verifying that information is compliant with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of the project outcomes and deliverables and inform the supervisor of any discrepancies.

(ii) Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
(iii) Collect quotations, prepare Purchase Orders (POs) in ILO`s ERP system-IRIS, external collaboration and service contracts, and agreements with partners. Assist in issuing and monitoring of external collaboration contracts and service contracts. Ensure timely discharge of financial responsibilities of the project’s contractual obligations to third parties based on ILO rules.

(iv) Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. In addition, maintain various official records and files.
(v) Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
(vi) Perform the project administrative tasks, including logistical support to the project personal, travel arrangements (including Travel Transactions (TT) request) in ILO`s ERP system- IRIS, visas, hotel reservation, etc., and provide logistics and administration arrangements for meetings, conferences, seminars and workshops in Nigeria.
(vii) Maintain and update spreadsheets and databases for internal expenditure control purposes. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.

(viii) Assist the National Project Coordinator in the preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities.
(ix) Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and rephrasing.
(x) Prepare administrative and finance related briefing materials for the National Project Coordinator. Keep abreast of the progress report requirements and timetable, providing support to the Project Manager and coordinators for the preparation of the submission.
(xi) Process financial transactions and verify that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards. As well as respond to requests for general information and routine queries on status of payments and other budgetary issues.
(xii) Keep abreast of changes to relevant administrative and finance related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required. In addition, the developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.

(xiii) Perform other relevant duties as assigned by the Supervisor.

Required qualifications

Education

Completion of secondary school education with formal training in accounting and/or finance and administrative field

Experience

At least five years of progressively responsible financial and administrative work, and some training in an administrative field. Experience in donor funded projects and with the UN system or an International NGO and in addition experience of working with an enterprise resource planning (ERP) system is a strong advantage.

Languages

Excellent command of English. Good working knowledge of French is an advantage.

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. Knowledge of operations in an UN organization would be an advantage.
  • Knowledge of International Accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
  • Good analytical skills. Ability to reason and make sound judgements.
  • Ability to maintain financial records and prepare clerical accounting reports and statements.
  • Must demonstrate responsible behaviour and attention to detail.
  • Ability to deal with confidential matters with discretion.
  • Must display high standards of ethical conduct.
  • Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
  • 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 work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviours and attitudes.
  • Ability to clarify information.
  • Ability to deal with people with tact and diplomacy.

  Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.