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2 JOB OPPORTUNITIES AT INTERNATIONAL LABOUR ORGANIZATION- UGANDA




DETAILS 

POSITION: DRIVER (G2), FINANCE AND ADMINISTRATIVE ASSISTANT (G5)
EMPLOYER: INTERNATIONAL LABOUR ORGANIZATION 
LOCATION: KAMPALA,  UGANDA 
DEADLINE: STATED IN EACH VACANCY 


ABOUT INTERNATIONAL LABOUR ORGANIZATION 

The only tripartite U.N. agency, since 1919 the ILO brings together governments, employers and workers of 187 member States , to set labour standards, develop policies and devise programmes promoting decent work for all women and men.

The main aims of the ILO are to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue on work-related issues.

ILO CAREERS: 
The International Labour Organization is the United Nations agency for the world of work. We bring together governments, employers and workers to drive a human-centred approach to the future of work through employment creation, rights at work, social protection and social dialogue.

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.

ABOUT THE VACANCIES 

1. DRIVER (G2)

Grade: G2
Job ID: 3229
Contract type: Fixed Term
Contract duration: 1 Year
Location: Kampala
Vacancy no.: DC/DAR/GS/2020/03
Publication date: 16 April 2020
Application deadline (midnight local time in Kampala, Uganda): 15 May 2020

PURPOSE OF THE JOB: 
As a team member, the incumbent provides reliable and safe driving services to the project officers and other authorized officials and visitors ensuring the highest standards of discretion and integrity and sense of responsibility.
▪︎ The incumbent may be required to carry out certain messenger functions and clerical support services.
▪︎ The incumbent organizes and accurately completes multiple tasks by following established work priorities given by the supervisor, while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships.
▪︎ Work affects the delivery of mail and pouch and transportation services of the Office.

The Driver works under the overall responsibility of the Director of the ILO Country Office for the United Republic of Tanzania, Kenya, Uganda, Rwanda and Burundi (CO-Dar es Salaam). She or he will directly report to the National Project Coordinator. The supervisor coordinates the daily routine duties and clerical support work and supervision focuses on the successful achievement of assignments.

WORKING  RELATIONSHIPS:
▪︎ Internal contacts are with staff and visiting ILO officials to receive instructions on operational issues such as work schedules and to exchange information.
▪︎ External contacts are primarily with government and airport authorities for exchange of information.

DUTIES:
▪︎ Provide reliable and secure driving for official purposes.
▪︎ Ensure proper day-to-day maintenance of assigned vehicles through timely minor repairs and arrange for timely major repairs and checking of oil, tyres, brakes and water levels, car washing, etc. so that the vehicle is kept clean and in good running condition at all times.
▪︎ Provide inputs to the preparation of the vehicle maintenance plans and reports.
▪︎ Ensure availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit and other MOSS-compliant equipment, and necessary spare parts in the assigned vehicle; keeps track of insurance and other tax formalities.
▪︎ Collect mail and pouch and deliver mail and official documents to government ministries and officials as instructed.
▪︎ Meet officials and visitors at the airport or other entry points and provide basic assistance with basic visa and customs formalities.
▪︎ Ensure that the steps required by rules and regulations are taken in case of involvement in accident.
▪︎ Responsible for accurately maintaining vehicle log books, recording daily trips, to ensure efficient vehicle use and fuel consumption to support accurate accounting and cost-efficiency.
▪︎ Outside driving duties, perform basic office-related tasks such as photocopying, and delivery/collection of various items.
▪︎ Perform other duties as assigned by the supervisor.

ESSENTIAL QUALIFICATIONS: 
▪︎ Primary education, valid driver’s licence, knowledge of driving rules and regulations and skills in minor vehicle repairs.
▪︎ A minimum of two years of relevant work experience as a driver with a safe driving record.
▪︎ Working knowledge of an official national language of the duty station and knowledge of English.
▪︎ Knowledge and Competencies (Technical and Behavioural)
▪︎ Excellent knowledge of local driving rules and regulations.
▪︎ Knowledge of local roads and conditions.
▪︎ Skills in minor vehicle repair.
▪︎ Good knowledge of chauffeur protocol and courtesies.
▪︎ Good knowledge of security issues.
▪︎ Knowledge of rules and procedures on vehicle management including maintenance of official vehicles and knowledge of mechanics and maintenance and repair of vehicles.
▪︎ Some knowledge of administrative rules and regulations
▪︎ Some basic computer skills to record information in IT systems
▪︎ Ability to lift and carry heavy mail bags and boxes.

 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 present a professional image at all times.
▪︎ Ability to deal calmly with unexpected circumstances or delays.
▪︎ Discretion and respect for confidentiality.
▪︎ Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes

APPLICATION PROCEDURE



2. FINANCE AND ADMINISTRATIVE ASSISTANT (G5)

Grade: G5
Job ID: 3228
Location: Kampala 
Contract type: Fixed Term
Contract duration: 1 Year
Vacancy no.: DC/DAR/GS/2020/04
Publication date: 24 April 2020
Application deadline (midnight local time Kampala, Uganda): 21 May 2020

PURPOSE  OF THE JOB 
As a team member, the incumbent provides finance and administrative services to the EU Action Project, ensuring the highest standards of discretion and integrity and sense of responsibility. He or she will 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 Finance and Administrative Assistant works under the overall responsibility of the Director of ILO Country Office for the United Republic of Tanzania, Kenya, Uganda, Rwanda and Burundi (CO-Dar es Salaam) - the Finance Administrative Assistant (FAA) will directly report to the National Project Coordinator. 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 specialised processes and issues related to service delivery. The incumbent will regularly liaise with and receive guidance from the regional finance unit. Primary internal contacts are with staff and managers in the Kampala office, the Country Office for Dar es Salaam and the Regional Office for Africa (ROAF) to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards.

▪︎ External contacts are primarily with implementing partners (including social partners and governments), service providers, banks, UN agencies and other international organizations, the donor, embassies, permanent missions and concerned authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters. The incumbent also liaises with service providers for the establishment and completion of contracts or pending issues.

DUTIES:

Financial
▪︎ 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.
▪︎ Process accounts receivable including billing, adjustments and changes. Manage cash receipts and petty cash.
▪︎ Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements.
▪︎ Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished.
▪︎ 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.
▪︎ Respond to requests for general information and routine queries on status of payments and other budgetary issues.
▪︎ Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties
▪︎ Review and verify financial reports implemented by Project partners, closely monitoring reported expenditures as a basis for budgetary control in respect of approved budgets.
▪︎ Maintain petty cash book and/or records for recording of financial data pertaining the petty cash account
▪︎ Prepare payment requests for staff travels allowances and for payments to suppliers
▪︎ Prepare payment requests for seminar advances and ensure their prompt accountability, maintaining proper and accurate records for facilitating, reconciliation of the GL Account in order to ensure prompt clearance of outstanding items
▪︎ Submit timely replenishment requests to finance unit – CO Dar es salaam to ensure consistent availability of sufficient funds for timely implementation of a wide range of activities under the project
▪︎ Advise the National Programme Coordinator on all aspects of Accounts and financial control procedures in order to ensure compliance with ILO financial rules and regulations
▪︎ Provide Financial advisory support to Partner Agencies on ILO financial reporting procedures to ensure compliance with rules and regulations
▪︎ Prepare responses in respect of Accounting and Audit queries that may be raised by the verification unit of the Regional Office

Administrative
▪︎ Process Duty and VAT exemptions for purchase of goods and services by ILO technical cooperation projects
▪︎ Provide administrative support services such as Hotel booking and ticket reservations and/or confirmations related to ILO travel arrangements
▪︎ Assist in office Transport coordination, arrange fuel replenishments, maintain records on car services and ensure good maintenance of office equipment
▪︎ Assist in any other administrative and personnel chores related to human resources and office administration e.g maintaining staff leave records, purchase of stationery etc.
▪︎ Perform other relevant duties as assigned

ESSENTIAL QUALIFICATIONS 
▪︎ Completion of secondary school education supplemented by a formal training in accounting and/or finance and administrative field.
▪︎ Five years of experience required in working in finance and administration, preferably with an international organization.
▪︎ Excellent knowledge of English is required. A working knowledge of relevant local language is an advantage.
▪︎ 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 with confidential material
▪︎ Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
▪︎ Ability to work in a team and to work under pressure.

APPLICATION PROCEDURE

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