programme and Administrative AssistantILO - International Labour Organization

Grade: G5
Vacancy no.: DC/MANILA/GS/2020-19
Publication date: 14 December 2020
Application deadline (midnight Manila time): 13 January 2021
Job ID: 5164
Department: RO-Asia and the Pacific
Organization Unit: CO-Manila
Location: Manila
Contract type: Fixed Term
Contract duration: 12-month
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 603,027.00 (Philippine Peso) yearly.
Introduction
The ILO seeks to recruit a Programme and Administrative Assistant at the G-5 level for a US DOL project which seeks to Improve Worker Rights in Rural Sectors of the Indo-Pacific with a focus on Women.
The Programme and Administrative Assistant will cover the component implemented in the Philippines.
Project outcomes include:
Increased awareness among employers, workers, and other local stakeholders in selected rural communities of the requirements and benefits of adhering to the labor standards in the agriculture, fishing, and mining sectors;
Improved administration and capacity of government and other relevant stakeholders to monitor and remediate the labor standards in the rural sectors of agriculture, fishing, and mining; and
Improved enforcement by government to address wage inequality and workplace discrimination against women in workplaces in targeted rural areas, including in the agriculture, fishing, and mining sectors.
The project falls under the technical responsibility of the ILO Labour Administration, Labour Inspection and Occupational Safety and Health (LAB/ADMIN/OSH) Branch.
Reporting lines:
The Programme and Administrative Assistant will work under the supervision of the Project Manager with administrative and financial guidance provided by the Operations Officer - ILO Country Office for the Philippines. She / he is required to work in close collaboration with other ILO staff members.
Description of Duties
Assist in monitoring the development plans and priorities, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.
Provide programming and administrative support to activities undertaken by the implementing partners and prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.
Draft correspondence, faxes, memoranda and reports on administrative matters in accordance with standard office procedures.
Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.
Assist the Project Manager in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-phasing.
Assist the Project Manager in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance related briefing materials for the Project Manager for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the Team for the preparation of the submission.
Provide information to project's Implementing Partners on ILO administrative and financial procedures. Inform the Project Manager of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner.
Provide interpretation as well as informal and formal translation.
Perform other duties as may be assigned by the Project Manager and/or the Country Director.
Required qualifications
Education
Completion of secondary school education.
Experience
Five years of progressively responsible administrative and programming work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.
Languages
Excellent knowledge of the working language of the duty station and a good knowledge of English.
Competencies
Ability to organize own work.
Thorough knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask.
Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
Ability to obtain services from other work units inside or outside the office for completion of tasks.
Ability to work as a member of a team and manage a heavy workload under time pressure.
Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system.
Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
Accuracy and ability to pay attention to details.
Ability to search and retrieve information from databases and compile reports.
Excellent oral and written communication skills.
Customer service experience in order to provide courteous, prompt and efficient responses to clients.
Ability to deal with confidential matters with discretion.
Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.
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.