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Finance and Administrative Assistant
International Labour Organization

 Vacancy No: DC/KHARTOUM/GS/2019/06
 Contract type: Fixed Term
 Department: RO-Africa
 Section/Unit: CO-Addis Ababa
 Grade Level: G6
 No. of Post: 1
 Duty Station: Khartoum
 Duration: One Year (with possibility of renewal)
 Closing Date: 30 Sept 2019


Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

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*

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A twelve month fixed term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. 


Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions and collaboration across the multilateral system and beyond. These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment. The majority of refugee populations are hosted by low- and middle-income countries. As displacement has become increasingly protracted, responses are becoming more focused on durable solutions to support more dignified, inclusive and comprehensive programmes for refugees and the communities that host them to facilitate self-reliance and empowerment and strengthen social cohesion. It is paralleled by regional and country-level efforts in several areas, including in the Middle East and North Africa region and in the Horn of Africa.


In this context, the Government of the Netherlands has launched a new partnership initiative  - the PROSPECTS Partnership Programme (hereinafter referred to as the “programme”) – built on the combined strengths, experience and values of specific development and humanitarian organizations to develop a new paradigm in responding to forced displacement crises. The partners include: the Government of the Netherlands, the International Finance Corporation (IFC), the ILO, the UNHCR, UNICEF and the World Bank. The programme aims to help transform the way governments and other stakeholders, including the private sector, respond to forced displacement crises – and in particular: (1) to enhance the enabling environment for the socio-economic inclusion of forcibly displaced persons (to mitigate their plight during years of exile and to best prepare them for their return); (2) to enhance access to education and child protection for vulnerable children on the move; and (3) to strengthen the resilience of host communities through inclusive socio-economic development that also benefits forcibly displaced persons.

Introduction cont'd

The programme will be grounded on results-based and country-led approaches (“bottom up”) in two identified regions: MENA, including Egypt, Iraq, Jordan and Lebanon, and the Horn of Africa, including Ethiopia, Kenya, Uganda and Sudan. It aims to accelerate efforts to find sustainable solutions for countries confronted with large influxes of refugees. It will also aim to develop and implement evidence-based solutions, tailored to each context – as well as to test, and learn from, innovative operational solutions, including improving the availability, collection and use of data and evidence.

The overall ILO’s vision within the programme is to strengthen decent work in countries impacted by forced displacement to mitigate stress factors at all levels and support inclusive socio-economic enablers for access to labour markets and empowerment of host communities and of forcibly displaced populations.

Within the policy and procedural requirements established by the ILO and the programme, Finance and Administrative Assistant will support the financial management of the Partnership programme in Sudan, preparing purchase orders, undertaking all financial transactions, monitoring expenditures and ensuring that the procurement and contract management of the project are conducted in compliance with the ILO’s relevant rules and regulations.


Reporting lines:

Under the overall responsibility of the Director of CO-Addis ababa, the Finance and Administrative Assistant will work under the guidance, technical  and administrative supervision of the Programme Manager in Khartoum, Sudan and closely work in collaboration with the Finance Unit of the CO-Addis Ababa.


 Duties and responsibilities:

  • Analyses, evaluates and monitors a variety of complex financial documents, accounts to identify and investigate anomalies or wrongly posted transactions and to determine corrective action.  These may include general ledger accounts, such as: major operating bank accounts; requests for replenishments of field bank accounts; field imprest accounts; development cooperation budgets; payment requests related to the project.
  • Carries out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
  • Monitors accounts regarding allocations and expenditures and makes adjustments to optimize utilization of the funds. Drafts and clears administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
  • Prepares detailed cost estimates and budgetary forecasts. Prepares background information, periodic and ad hoc reports for use in programme and budget preparations. Participates in budget analysis and projections as required and provides information upon request.
  • Acts as a Certifying Officer for proposed obligations.
  • Ensures smooth functioning of the project administration and operation support-related functions in close collaboration with other administrative and operation support staff through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.


Optional section (if needed)

  • Participates in the preparation of financial data to be included in the Financial Report and Audited Financial Statements.
  • Trains, briefs and provides guidance to officials on financial and budgetary issues. S/he may be required to participate in the preparation of training material and in the presentation of formal training courses as required by the project/programme.
  • Briefs and assists international staff, experts and consultants on all aspects of administration related matters. Provides interpretation of financial and administrative rules, regulations and procedures.
  • Participates in the organization of special meetings and coordinates all important administrative arrangements for conducting workshops/seminars and trainings. Makes travel and hotel reservations, prepares travel authorizations and assembles information pertinent to the purpose of travel. 
  • Reviews all incoming correspondence which requires action: making recommendations regarding the appropriate action to be taken; monitoring deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.  
  • Prepares on own initiative correspondence and reports as required on general administrative or other related tasks, including those of a confidential nature. Prepares periodic administrative statistics, reports and correspondence. 
  • Provides guidance and supervises the work of junior administrative and/or other support staff. 
  • Performs other relevant duties as assigned.


 Minimum Qualification, Skills and Experience Required:

  • Completion of secondary school education, supplemented by technical training courses in accounting and/or finance and administrative field.
  • At least six years of progressively responsible financial and administrative work with supervisory experience.
  • Excellent knowledge of English and good knowledge of Arabic.
  • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
  • Proficiency 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.


Recruitment process


Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures. 


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.


Fraud warning


The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

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