Chief, Regional Administrative Services

Job Description

Vacancy No: RAPS/4/2015/AF/01

Title: Chief, Regional Administrative Services

Grade: P.5

Contract type: Fixed-term Appointment

General introduction

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.


• External candidates.

Staff members with at least five years of continuous service with the Office are encouraged to apply and will be given special consideration at the screening and evaluation stage.

In accordance with the Staff Regulations and letters of appointment, successful candidates for positions in the Professional category would be expected to take up different assignments (field and Headquarters) during their career, the desirable length of an assignment in any specific position being two to five years, following which the incumbent should be willing to move to another assignment and/or duty station.

Within the context of the Office’s renewed efforts to promote mobility, staff members seeking mobility are encouraged to apply to vacancies. Mobility will be given special consideration at the screening and evaluation stages.

The ILO values diversity among its staff. We welcome applicants from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to erecruit@ilo.org.

Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries is in Appendix I.

Successful completion of the Assessment Centre is required for all external candidates.

Conditions of employment are described in Appendix II.

INTRODUCTION

The position is located in the ILO Regional Office for Africa (ROAF) which is currently in Addis Ababa but will relocate to Abidjan. ROAF has overall political and management responsibilities for the promotion of ILO principles and policies in the region and provides strategic guidance and support to all country offices and Decent Work Teams (DWTs) in the region. The position is responsible for all the financial, administrative and budgetary matters of the region in accordance with ILO rules, regulations and instructions. In addition, the position will provide managerial and administrative advisory services to the Directors of the external offices in the region and advise headquarters on the region’s requirements with respect to financial and administrative policies and practices. The position will report to the Regional Director through the Deputy Regional Director and will be functionally responsible to the Director of the Financial Management Department.

Description of Duties

Specific duties

1. Assume direct responsibility for budgetary, financial and administrative matters in the Regional Office, and have overall responsibility for these areas in other ILO offices and for technical cooperation projects in the region. Supervise the finance, information technology, administration and verification units.


2. Make recommendations to the Director of the Financial Management Department (Headquarters), in consultation with regional management on the need to develop new financial policies and procedures or adjust existing ones in the light of the region’s requirements.


3. Monitor and report on the use of budgetary resources allocated to the region.


4. Supervise in the Regional Office: operation of computerised accounting systems (IRIS); management and reconciliation of bank accounts and petty cash; review and authorization of payments including suppliers’ invoices, external collaborators’ contracts, travel advances and claims; review of payrolls; monitoring of general ledger accounts pertaining to the region (suspense, tax and other clearing); security of cash and other assets; funding of bank and petty cash accounts of technical cooperation projects; financial administration of meetings and seminars.


5. Supervise the issuance and review of obligations (encumbrances) as per the requirements under the Financial Rules and Regulations. Ensure on a regular basis the validity of encumbrances charged against Regular Budget and Extra-Budgetary resources.


6. Oversee the operation of all computer-based applications and hardware in the region, as appropriate, including the provision of support and training thereon.


7. Supervise the financial aspects of the preparation and revision of technical cooperation budgets for projects in countries covered by the Regional Office.


8. Continuously monitor the performance and capabilities of finance and administrative staff in the Regional Office and external offices; plan and organize training as appropriate.


9. Assure adequate protection and safeguarding of ILO assets in the region, including premises, security, insurance and inventory arrangements, registry and filing systems, procurement and communication systems. Serve as focal point for risk management and business continuity management in the region


10. As appropriate, undertake missions to ILO offices and large technical cooperation projects to ensure that financial and administrative operations are being performed effectively and efficiently in the region.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic duties

1. Develop and implement accounting policies, standards and plans to ensure correct accounting practices and adequate control.


2. Manage the operation of the financial services of the area of responsibility and prepare managerial reports thereon.


3. Plan, integrate and coordinate the work of professional staff responsible for portions of the finance programme and monitor the achievement of objectives.


4. Plan, develop and maintain financial and budgetary policy and procedures; provide authoritative advice concerning the organization=s financial policies both in headquarters and extensive field operations.


5. Direct the preparation and maintenance of financial and budgetary records; approve modifications to managerial and accounting aspects of the area of responsibility to optimise control and performance and to maximise the benefits of management information available from financial databases.


6. Promote and supervise the development and implementation of automated systems both in the area of responsibility and having organization-wide impact.


7. Coordinate the formulation and evaluation of regular financial reports for senior management with particular attention to commenting upon compliance with the programme of work and budgets of the organization.


8. Review and approve financial reports and informal replies to internal and external audit observations.


9. Act as the technical expert and provide authoritative advice throughout the organization, including to senior management, on financial practices and represent the Office at inter-agency meetings concerning financial operations.


10. Control and monitor the financial performance of all programmes, all projects or of a major operational area.


11. Manage the consolidation of estimates, budgets, and forecasts and prepare performance reports and medium term plans.


12. Other related functions, as requested.

Required Qualifications

Education

Advanced university degree in business administration, finance or accounting, or first level university degree supplemented by a professional financial qualification is required to be able to manage interrelationships and interactions within the ILO’s financial structure and to ensure that the Organization’s financial management and business conforms to international norms.

Experience

Professional financial management or accounting experience of 15 years of which five years must have been at the international level.

Languages

Excellent command of English or French and working language of the other language.

Competencies

In addition to the ILO core competencies, this position requires:

Very effective and experienced analytical and diagnostic skills to analyse complex financial statements involving multiple funding sources and currencies in accordance with generally acceptable accounting principles and international accounting standards. Ability to resolve inter-departmental problems. Ability to plan and coordinate the work of a sub-programme. Ability to communicate decisions and instructions effectively both in writing and orally to all levels in the organization; ability to present papers and positions at inter-agency meetings. Ability to draft policy and procedures, Governing Body documents and other communications. Ability to use common office computer applications; demonstrated understanding of computerised accounting packages; ability to conceptualise enhancements to and renewal of such systems. Ability to motivate staff, establish team objectives, assign and supervise work and ensure that quality of service/work is provided to clients. Ability to defend financial policy decisions taken and to explain the advantages of proposed new policies and decisions. Discretion is required as work may involve dealing with confidential material. Apart from financial matters, also needs to be discreet when dealing with staff members on sensitive issues, including cultural differences and when dealing with exceptions to policy and confidential organizational issues. The ability to work in a multicultural environment and demonstrate non-discriminatory and gender-sensitive behaviour and attitudes are also required.

Closing date:

Your rating: none

Rating: 0 – 0 votes

How to Apply

Additional Information:

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place between February and May 2016. Candidates are requested to ensure their availability should they be short listed for further consideration.

Job Categories: Admin, Secretarial and Clerical Jobs. Job Types: Full-Time. Job expires in 30 days.

8 total views, 8 today