Organizational Setting

This position is [typically] located in the administrative services, registry or operations unit in the ILO Country Office for the African Portuguese speaking countries (PALOP) based in Luanda, Angola. The CO-Luanda also covers the other four African Portuguese speaking countries, Cabo Verde, Guinea Bissau, Mozambique and Sao Tome-et-Principe.

Main Purpose

As a team member, the incumbent provides 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.

The position works under the supervision of the operation officer. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in application of financial rules and regulations, policies, procedures and guidelines.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on specialized processes and issues related to service delivery. The incumbent regularly liaises with and receives guidance from the regional finance unit.

External contacts are primarily with service providers, banks, United Nations (UN) agencies and other international organizations to obtain clarifications and to seek or provide information for the completion of pending issues.

Key Duties and Responsibilities

1. Perform a range of specialized finance support functions and services for operational and payment-related work of the Office, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
2. Process accounts receivable including billing, adjustments and changes. Manage cash receipts and petty cash.
3. Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements.
4. Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished.
5. Maintain and update spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports and extract and compile financial data and present information on the status of financial resources of the Office to support analysis and reporting needs.
6. Respond to requests for general information and routine queries on status of payments and other budgetary issues.
7. Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties.
8. Perform other relevant duties as assigned.

Minimum Requirements

Education

Completion of secondary school education

Experience

Minimum of five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English or French. Working knowledge of Portuguese.

Knowledge and Competencies (technical/behavioural)

Knowledge and Competencies (technical and behavioural)
Knowledge of financial administration and/or accounting techniques.
Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Accuracy and attention to detail.
Sense of responsibility to maintain data integrity.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

optional section (only if needed)

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