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2 JOB OPPORTUNITIES AT INTERNATIONAL LABOUR ORGANIZATION- KENYA




DETAILS 

POSITION:  SENIOR FINANCE AND ADMINISTRATIVE ASSISTANT (G7), NATIONAL PROJECT COORDINATOR 
EMPLOYER: INTERNATIONAL LABOUR ORGANIZATION 
LOCATION: NAIROBI,  KENYA
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. SENIOR FINANCE AND ADMINISTRATIVE ASSISTANT (G7)

Grade: G7
Job ID: 3406
Contract type: Fixed Term
Contract duration: 1 Year
Introduction Continue
Vacancy no.: DC/DAR/GS/2020/05
Publication date: 24 April 2020
Application deadline (midnight local time Nairobi, Kenya): 21 May 2020

OVERALL:
Under the overall responsibility of the Director, ILO Country Office, Dar es Salaam and under the direct supervision of Project Manager, the incumbent will be responsible for the timely completion of finance and administration support services in a range of Finance and Administrative areas encompassing general administration and office support and may also encompass some HR related, travel and logistics and other operational areas. S/he shall evaluate and follow up on service provision to ensure optimum delivery in compliance with applicable standards; as well as ensure strategic and efficient management of project financial resources within the Donor expectations and ILO requirements.

▪︎ Internal contacts are with staff and managers in field offices, project locations and headquarters to enlist support and cooperation and to provide advice for the resolution of complex issues in compliance with applicable standards. Contacts are also to coordinate activities with other units for the delivery of interrelated services.
▪︎ External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), embassies, permanent missions and concerned authorities to coordinate and resolve pending issues and seek opportunities for synergies and process improvements aiming at quality and cost effectiveness.

DUTIES:
Project support and Administration
▪︎ Coordinate all project finance and administration activities, including, human resources, procurement, transport, IT, security, and administration and ensure they follow ILO rules, regulations, policies and procedures.
▪︎ Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for effectuating expenditures and make adjustments to optimize utilization of funds. Act as certifying officer and approve actions in the enterprise resource planning (ERP) system.
▪︎ Review administrative correspondence and forms, including of a non-routine nature, prepared by other staff, and finalize correspondence requiring research and understanding of operational matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards.
▪︎ Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
▪︎ Conduct research and statistical analysis related to Finance and Administration issues. Coordinate and prepare budget-related reports and statistics to support the preparation of programme and budget and work plan documentation and financial and technical progress reports for donors. Provide other inputs for internal policy papers or for use in interagency meetings.
▪︎ Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to team members and staff with the view to building knowledge. Provide briefings to staff on operational and administrative issues. Resolve non-standard issues.
▪︎ Attend and participate in meetings and workshops of UN agencies dealing with operational and administrative UN Common System matters. Prepare information notes on key issues and developments and follow up as required.

Budgeting and Finance:
▪︎ Undertake project budgeting, budget revisions and rephasals in order to respond to implementation strategy. Offer technical advice to the project manager on the best course of action in order to align budget with emerging implementation issues. Draft budget related correspondences for review by the Project Manager. Monitor allocation and activity expenditure to advise on the project status through project highlighting approved funds, allocated funds and committed funds for purpose of determining project delivery rates
▪︎ Ensure Project Office compliance with Internal Control Framework, Delegation of Authority and segregation of duties and responsibilities through innovative solutions that respond to project implementation. Review emerging practices and where necessary design and recommend financial controls that respond emerging financial risks.
▪︎ Manage projects assets and liabilities and ensure up-to-date records on inventory. Prepare annual assets inventory summaries on asset movements and balances. Ensure that assets are well taken care of according to applicable guidelines and are in working conditions. Ensure that project records are safely kept.
▪︎ Process different financial transactions such as purchase orders, travel requests and claims, payment vouchers, payment journals, bank transfers through online banking platform
▪︎ Participate or support in ILO and Donor project audits, review audit and verifications findings, come up with corrective plan, and engage relevant project staff for successful corrective actions
▪︎ 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 from a recognized commercial school or equivalent.
 ▪︎ 7 years of progressively responsible finance/accounting and general administration experience.  Office support work experience including various senior level support services. Experience of working with an enterprise resource planning (ERP) system could be an advantage..
▪︎ Excellent spoken and written knowledge of English. Good knowledge of another official language of the duty station.
▪︎ Excellent knowledge of a range of operational areas.
▪︎ Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office.
▪︎ Knowledge of methods and techniques for assessing quality and efficiency of process execution.
▪︎ Knowledge of the substantive nature of ILO programmes and activities.
▪︎ Knowledge of UN Common System policies in the area of administration and operations.

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 rules, regulations, policies and procedures.
▪︎ Ability to adapt quickly to new software and systems.
▪︎ Ability to coordinate and oversee a broad range of administrative activities.
▪︎ Ability to search, retrieve and compile information from a variety of sources.
▪︎ Good drafting skills.
▪︎ Analytical skills and attention to detail.
▪︎ Ability to supervise support staff.
▪︎ A high degree of discretion with sense of responsibility in dealing with confidential matters.
▪︎ Interpersonal skills, tact and diplomacy when dealing with others.
▪︎ Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
▪︎ Demonstrated to ability to work and communicate with people in a polite, courteous and cooperative manner.
▪︎ Ability to apply conceptual approaches to accounting and finance.
▪︎ Must display high standards of ethical conduct.

APPLICATION PROCEDURES 

CLICK HERE TO APPLY


2. NATIONAL PROJECT COORDINATOR 

Grade: NOB  
Job ID: 3405 
Contract type: Fixed Term 
Contract duration: 1 Year 
Vacancy no.: DC/DAR/NO/2020/3
Publication date: 24 April 2020
Application deadline (midnight local time Nairobi, Kenya): 21 May 2020


OVERALL: 
The ILO seeks to recruit a National Project Coordinator at the NOB level for a new project that aims to contribute to strengthening the capacity of the Kenyan Government to Address Child Labor and/or Forced Labor/Trafficking in Persons, and Violations of Acceptable Conditions of Work. The project seeks to promote enhanced enforcement of the legal framework and policies pertaining Child Labor and/or Forced Labor/Trafficking in Persons, and Violations of Acceptable Conditions of Work – this includes improvement of assistance services for victims of child labour and forced labour and strengthening partnerships to accelerate progress in addressing child labour, forced labour and violations of acceptable forms of work.

The National Project Coordinator (NPC) will coordinate the national (Kenyan) component of the project. As a team member, the NPC will provide leadership of the project team based in Nairobi by ensuring comprehensive and professional services in the design and implementation of project outcomes and outputs that facilitate implementation of the overall Project and the Office’s programme of work. The NPC will oversees the work of the Finance and Administration Assistant (FAA) and Driver and may also be required to oversee  other operational areas such as procurement, facilities and asset management, security, communications,  information management and information technology (IT). The NPC is expected to ensure that project activities are delivered in an efficient, effective and client oriented manner following the ILO standards and procedures. He/She will contribute to the development and enhancement of work methods and procedures as governed by established rules, regulations, policies, procedures and guidelines. 

The NPC is expected to exercise a high degree of independence in completing work assignments. He/She will be supervised by the Project Manager focused on the overall delivery of results impacting the Project and the overall Office Work.

The National Project Coordinator is tasked with the timely and effective delivery of the project outputs and progress towards achieving the expected outcome as defined in the project’s document and the work plan and will have the following responsibilities, Internal contacts are with staff and managers in field offices, project locations and headquarters to build and maintain effective working relationships, exchange information and gain agreement on operational issues for the improvement of services. External contacts are primarily with Project Partners including service providers, United Nations (UN) agencies, and working groups, non-governmental organizations (NGOs) and other international organizations to maintain effective working relationships, clarify requirements and resolve issues, and to discuss best practices and latest developments in the concerned operational area.

DUTIES:
▪︎ Lead the implementation of project activities in Kenya with criteria of timeliness, quality and effectiveness, ensuring the achievement of planned results in the time frame and within budget, in accordance with global project requirements and the policies, values and procedures of the ILO. Deliveries and outcomes must be in conformity with ILO policies and project strategies and in accordance with ILO programming guidelines and country/action programs, and the administrative and financial procedures in consultation with the CO Dar es Salam ILO Office.
▪︎ Responsible for the effective management of funds allocated to national activities within the project. Implement the reporting, monitoring and evaluation plan in line with the outcomes and outputs set out in the project document and monitor progress on a continuous basis. Ensure operational coordination of project implementation, monitor conditions set out in the project document, budget and cooperative agreement and facilitate coordination with the donor.  Implement the communications strategy ensuring: visibility of project’s results, dissemination of project information through publications and press releases, and good communication with all partners.
▪︎ Work in close collaboration with the Government, social partners and other major stakeholders to design and revise project annual work plans and country budget, and implement its components, considering different approaches and alternative methods, management, problem identification and problem resolution, especially for the parts of the Project supporting the institutional and capacity development of constituents, Government agencies, line ministries/departments, and social partners. Regularly brief responsible government officials, employer and worker associations on project status
▪︎ Review, verify and analyze work plans, progress and final reports and other data for clarity, consistency and completeness and monitor the progress of Project activities. Follow-up on delayed documents, clarify information, and answer questions about clearance and processing requirements to support successful completion of agreed activities.
▪︎ Assist in the programming and control of resources of the project, prepare budget estimates and expenditure forecasts by analysing and monitoring situation of resources as compared to planned activities and making recommendations for remedial action. Identify problems, propose solutions and actions.
▪︎ Provide programming and administrative support to cooperation activities in the area of child labour, forced labour, trafficking in persons and violation of acceptable conditions of work. Actively participate in and provide inputs to fundamental principles and rights at work documents and strategies. Manage the organization of conferences, seminars, workshops, multi-stakeholder consultations, training sessions and meetings in collaboration with the technical support of experts and represent the project in various meetings. Organize project management meetings, draft meeting notes and solicit comments from relevant project partners.
▪︎ Identify training needs and organize and conduct training sessions and workshops on all project intervention areas for Government agencies, social partners, NGOs, other agencies, target groups and staff as appropriate to reinforce their technical capabilities on the fight against child labour, forced labour, trafficking in persons and violation of acceptable conditions of work including minimum wage, hours of work and Occupational Safety and Health (OSH).
▪︎ Participate in the preparation and conduct of conferences, seminars, workshops and consultative meetings. Participate in and contribute to meetings etc. organized by other ILO projects or other agencies on strategies and interventions related to child labour, forced labour, trafficking in persons and violation of acceptable conditions of work including minimum wage, hours of work and Occupational Safety and Health (OSH),
▪︎ Liaise with UN thematic working groups to promote ILO's values within UN initiatives, increase the Project's visibility, facilitate the scaling-up of the Project interventions and contribute to highlighting and reporting on initiatives on the elimination of child labour, forced labour and and/or violation of acceptable conditions of work including minimum wage, hours of work and Occupational Safety and Health (OSH), and Speak on behalf of the Project when attending these gatherings alone. Undertake missions to project sites independently or accompanying others.
▪︎ Brief ILO specialists, project experts, associate experts and visiting officials, and in coordination with CO-Dar Es Salaam, USDOL-ILAB and provide relevant information on project matters. Draft, edit, or translate into local language official correspondence, statements and speeches and other public information materials. Organize and conduct technical missions in target regions, guide and advise national and international experts on site and remotely, and ensure the proper and effective use of project resources.
▪︎ Lead in the preparation of briefs, background information, technical reports and periodic progress reports and statistical data on status of the overall activities of the Project. Lead in the preparation of press releases, social media entries etc. concerning the Project activities and achievements. Ensure a regular flow of information on the status of the activities planned and implemented between the ILO-Country Office, the CAPSA Program Manager (Kenya component), the relevant Decent Work Teams, and HQ. This will include accurate implementation, performance, risk and financial monitoring, including reporting on project linked CPOs in collaboration with the regional labour migration specialist.
▪︎ Contribute actively to coordination among ILO projects being implemented by CO-Dar Es Salaam on child labour, forced labour and violation of acceptable conditions of work including minimum wage, hours of work and Occupational Safety and Health (OSH) by  initiating, sustaining and guiding cooperation with key partners in Kenya, in close collaboration with relevant ILO technical specialists to ensure the performance and results of the project, and ensuring that gender is mainstreamed in planning and project implementation to achieve the desired results.
▪︎ Develop country level work plans in consultation with tripartite partners and update project work plans on a continuous basis and ensure their timely implementation. Present progress updates on a regular basis including at project management and Steering Committee meetings, ensure regular and timely reporting of project activities, results and indicators and prepare and validate project progress reports taking into consideration inputs from the project team. Coordinate and monitor project activities implemented by project partners, external collaborators (consultants or service providers) and trainers in Kenya and ensure the quality of outputs, by reviewing, verifying and analysing work plans, contract outputs, progress reports, final reports and other data for clarity, consistency and completeness.
▪︎ Perform other tasks as may be assigned by the ILO Director C0 Dar es Salam and Project Manager within the framework of his/her competence.

ESSENTIAL QUALIFICATIONS 
▪︎ First level of University degree in law, economics, management, international development, social sciences or a related field.
▪︎ Three years of professional experience at the national level in the area of project management, implementation, monitoring and evaluation in relation to Child labour, forced labour/Trafficking in Persons.
▪︎ Proven experience in working effectively with Government bodies in charge of policy making, with development partners and/or the private sector/informal economy would be an asset. 
▪︎ Similarly, experience in working on child labour and/or forced labour and/or violation of acceptable conditions of work including minimum wage, hours of work and Occupational health and Safety (OSH) will be an asset. 
▪︎ Record of familiarity with ILO policies and procedures, including development cooperation procedures. Experience managing and implementing ILO DC projects would be an advantage.
▪︎ Good knowledge of labour laws and policies and/or human rights as well as economic developments, poverty reduction, and social policies. 
▪︎ Knowledge of the policy making process.
▪︎ Knowledge of area based monitoring and referral systems, migration, labour law enforcement, education and social protection of children and vulnerable groups.
▪︎ Excellent spoken and written knowledge of English; good knowledge of another official language of the duty station.
▪︎ Good knowledge of programming and results-based management (RBM) principles and concepts and understanding of the programming cycle (planning, monitoring, reporting and evaluation). Demonstrated ability to incorporate gender analysis into project implementation.
▪︎ Ability to develop clear strategic goals consistent with the program’s objectives, and to design and synthesise strategies for program development and resource mobilisation.
▪︎ Ability to advocate and provide policy advice. Political awareness and understanding of policy debates and developments in the area of migration and labour migration. Good knowledge of national counterparts, development partners as well as international organizations.
▪︎ Proven ability to manage teams including personnel management and remote capacity project management (project planning and management of financial and monitoring procedures).
▪︎ Ability to oversee the work of and provide guidance to staff and consultants working for the project
▪︎ Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
▪︎ Ability to establish and maintain effective relationships with key stakeholders such as government officials, representatives of workers’ and employers' organizations, representative(s) of civil society, and academics.
▪︎ Strong written and verbal communication skills, including the ability to write accurate reports and to build networks to obtain cooperation with partners.
▪︎ Knowledge of the regulations and procedures of the ILO and/or other UN entities would be an asset.
▪︎ Excellent time management, planning and organizational skills.
▪︎ Ability to work under pressure and meet deadlines.
▪︎ Ability to write progress reports for the implementation of the project in a concise and timely manner.
▪︎ Good knowledge of common office tools (Word, Excel, PowerPoint) and communication (internet and email).

APPLICATION PROCEDURE

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