Administrative And Financial Assistant ,ILO, Dakar ( Senegal )

Administrative and Financial Assistant ,ILO, Dakar ( Senegal )

Fixed-Term @International Labour Organization – ILO posted 3 months ago in Administration

Dakar, Senegal View on Map
Post Date : January 26, 2025
Apply Before : December 31, 1899
View(s) 46

Job Detail

Experience 2 Years
Vacancy Number 12209
Required Education Bachelor\'s Degree
No of Vacancies N/A
Gender Both
Grade Level/Post Level G5
Contract Duration N/A
Required Language English
Hiring For ILO
Age Requirement 18+
Recruitment Type Both
Required Field of Study management, accounting and/or finance
Post Number N/A

Job Description

Introduction

In recent years, the Republic of Senegal has adopted a national vision of development and the fight against poverty in which social protection is a priority. It is, in fact, included as a priority area of the Emerging Senegal Plan (PSE) through axis 2 entitled “Human Capital, Social Protection and Sustainable Development”.

In this context and in order to improve access to social protection for workers in the informal economy, the Government, under the leadership of the Ministry of Labor, Social Dialogue and Relations with Institutions, has initiated a process for the establishment of a simplified social security scheme for workers in the informal economy called ” the Simplified Scheme for Small Taxpayers (RSPC)”. The establishment of this scheme is part of the flagship reform of the PSE “Access to social protection for the informal economy”.

The institutional architecture of the RSPC provides for the establishment of social mutuals and links with existing national mechanisms, in particular the Universal Health Coverage Agency, the Social Security Fund and the Social Welfare Institution, for the organization and management of the scheme. A pilot phase of the RSPC began in 2021, with the establishment of a National Social Mutual of Artisans of Senegal (MSNAS) which implements the health insurance branch in synergy with the CMU.

The RSPC must be gradually extended to other sectors of activity in the informal economy and the agricultural sector has been identified by the Steering Committee of the reform.

It is in this context that the ILO, with the financial support of the Delegation of the European Union, is implementing in the Republic of Senegal the project ” Extending social protection to workers in the informal agricultural economy ”

The project’s areas of intervention include :

Carrying out diagnostic studies and designing the institutional and legal model for the social protection of rural stakeholders.
The establishment of the institutional and legal framework for the social protection of rural stakeholders.
The operationalization of social protection for rural stakeholders, in particular through the establishment of a mutual social insurance scheme.

The project, lasting three (03) years, started in March 2024, and is implemented by the ILO office in Dakar.

The ILO is seeking to recruit an Administrative and Financial Assistant to support the implementation of the project in Senegal.

The ILO is the United Nations agency whose mission is to improve access for men and women to decent and productive work in conditions of freedom, equity, security and dignity. Its main tasks are to promote rights at work, encourage the creation of decent jobs, develop social protection and strengthen dialogue in the search for solutions to the problems of the world of work.

Supervision

The position is based in Dakar, Senegal, under the overall responsibility of the Director of the ILO Decent Work Technical Support Team for West Africa and Country Office for Senegal, Cabo Verde, Gambia, Guinea and Guinea Bissau and under the direct supervision of the National Project Coordinator, the Administrative Assistant will be responsible for the daily administrative and financial monitoring of the project in Senegal.

Essential Functions and Responsibilities

Administrative tasks

Provide a range of administrative and/or operational support services. Participate in the organization and preparation of meetings, make all important administrative arrangements for the organization of workshops and seminars and provide administrative and/or secretarial services for these meetings, seminars and workshops; prepare minutes of the meetings.
Prepare the necessary documentation for service contracts, external collaboration contracts as well as contracts with suppliers of goods and services and any type of contract required by the project.
Make travel arrangements, hotel reservations, visa applications and prepare travel authorization and security clearance forms for project personnel.
Prepare administrative correspondence, forms and supporting documentation, attaching necessary information. Research and prepare administrative documents for the supervisor for use during official missions, special meetings and others. Maintain records of important contacts and up-to-date address lists.
Maintain a tracking system and bring to the attention of the supervisor issues requiring immediate attention. Provide advice to the project supervisor on administrative procedures. Ensure the retention of official project documents and files.
Keep informed of changes in rules, regulations, policies, procedures and administrative guidelines and inform staff of these changes, providing further details as needed. Provide guidance to less experienced staff, particularly on applicable standards and working methods as necessary.

Financial tasks

Perform a range of specialized financial support functions and services for the operational and payment-related activities of the office, including preparing and processing financial transactions in the Enterprise Resource Planning (ERP) system, and verifying that supporting information and documentation comply with applicable financial rules, regulations, policies and procedures and standards.
Maintain financial records related to the project in order to reconcile expenses, balances, payments; Prepare financial reports for seminars and workshops;
Prepare purchases based on specifications and cost estimates of planned activities in accordance with ILO procedures; Prepare and monitor requests for commitment of credits and payments;
Prepare and verify supporting documents, monitor project payments and prepare budget and forecast analysis as required;
Calculate and compile cost estimates and projected budget expenditures and collaborate in the preparation of project budget statements, verify project budget allocations; establish expenditure commitments and assign codes;
Classify and archive project financial documents and maintain project administrative and financial files and records; Advise and assist project staff on financial matters;
Perform any other tasks assigned by the hierarchical supervisor.

Required qualifications

Training

The incumbent must have completed secondary education followed by a diploma in management, accounting and/or finance, or other training in the tertiary sector.

Experience

Five years of experience in the field of administration and/or accounting, with a good knowledge of administrative and financial management in Development Cooperation projects.

LANGUAGES

Excellent command of French. A good knowledge of English would be an asset.

Professional skills

project and evaluation, as well as the financial regulations and financial rules of the Office;
Proven ability to use word processing, spreadsheets, power point and other software required to accomplish tasks;
Ease in oral and written communication;
Good writing and analytical skills;
Good organizational skills and excellent time management skills;
Ability to work with confidential data and documents, and handle confidential matters with discretion;

Have a sense of responsibility and attention to detail;
Demonstrates honesty and integrity;
Ability to work courteously, with tact and diplomacy;
Comfortable in dealing with customers and able to answer their questions;
Ability to work in a team and under pressure;
Ability to identify problems and find solutions.
Ability to work in a multicultural environment and to behave in a non-discriminatory and gender-sensitive manner.

Recruitment process

Please note that all applicants must complete an online application form. To do so, please visit the ILO People website . The system provides the necessary instructions to facilitate the online application process.

Assessment (which may include one or more written tests and a competency-based preliminary interview) and interviews will take place, in principle, within 3 to 4 months following the closing date. Candidates are requested to ensure their availability in case of pre-selection.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO reserves the right to use communication technologies such as Skype, video or teleconference, email, etc. to assess candidates during the various stages of the recruitment process, including the assessment centre, technical tests or interviews

Fraud Alert

The ILO does not charge any fees at any stage of the recruitment process, whether at the time of application, for the interview, the recruitment procedure itself or the training. Messages from email addresses other than those of the ILO – ilo@.org – should not be considered under any circumstances. Furthermore, the ILO does not need or request information relating to the applicant’s bank account.