Finance and Administrative Assistant – G5(DC)

The Finance and Administrative Assistant (G5) will provide finance and administrative services for the project on promoting social protection coverage and decent work in the Albertine and Rwenzori regions in Uganda. This two-years initiative (May 2025 – April 2027), funded by the Belgium Development Agency – ENABEL, addresses structural challenges hindering decent work and social protection coverage extension for workers in the formal and informal sectors, focusing on fundamental principles and rights at work, contributory social insurance, and social dialogue in agriculture, tourism, and hospitality sectors.

This role reports directly to the National Project Coordinator and ensures the highest standards of discretion, integrity, and responsibility in service delivery. The incumbent operates at a fully operational level, resolving operational issues by correctly applying financial rules, regulations, policies, procedures, and guidelines, often utilizing the enterprise resource planning (ERP) system for transaction processing and financial clearance.

Key Duties and Responsibilities

• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements, and other daily transaction data for reports.
• Check, review, process, and prepare all documentation, including contracts, ensuring correctness and accuracy for financial clearances and payments.
• Prepare correspondence proactively to verify data, respond to queries, and follow up with project/ILO staff, consultants, and counterparts, drawing attention to urgent matters.
• Review financial reports from project implementing partners, requesting additional information as needed, and ensuring compliance with ILO rules before submission to the Finance Unit.
• Classify and assign budget codes, verify, and process claims for payment, checking payment vouchers, prices, and invoices.
• Provide administrative and financial backstopping support and guidance to project staff and consultants regarding payments, entitlements, travel claims, and other financial requirements.
• Consult with the Finance Unit and project team on rules and procedures, informing project staff, partners, and consultants about new or revised practices.
• Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, budget preparation, or audits.
• Calculate and compile cost estimates and participate in budget analysis and forecasts.
• Provide necessary support in the preparation and running of project workshops and meetings.
• Perform other relevant duties as assigned.