Finance and Administrative Assistant
2025-10-02T10:26:45+00:00
International Labour Organization (ILO)
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https://www.ilo.org/
FULL_TIME
kampala
Kampala
00256
Uganda
Public Administration, and Government
Accounting & Finance
2025-10-15T17:00:00+00:00
Uganda
8
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.
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.
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.
JOB-68de5365919a6
Vacancy title:
Finance and Administrative Assistant
[Type: FULL_TIME, Industry: Public Administration, and Government, Category: Accounting & Finance]
Jobs at:
International Labour Organization (ILO)
Deadline of this Job:
Wednesday, October 15 2025
Duty Station:
kampala | Kampala | Uganda
Summary
Date Posted: Thursday, October 2 2025, Base Salary: Not Disclosed
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JOB DETAILS:
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.
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
Job application procedure
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