Programme Assistant

Introduction

The International Labour Organisation (ILO) is the United Nations agency for the world of work. It sets international labour standards, promotes rights at work and encourages decent employment opportunities, the enhancement of social protection and the strengthening of dialogue on work-related issues. The ILO operational activities at national level will focus on the ILO’s four strategic objectives, namely standards and fundamental principles and rights at work, employment promotion, skills and enterprise development, social protection, and social dialogue reflect the ILO mandate and provide the organizing framework for the Decent Work policy portfolio.  The ILO Country Office for Thailand, Cambodia and Lao People’s Democratic Republic (CO Bangkok) covers Thailand, Cambodia and Lao PDR country programmes. The country programme in Lao PDR is overseen by a National Coordinator. Since 2012, all operations in Lao PDR have been consolidated in a joint projects’ office in Vientiane.

The ILO’s work programme in Lao People’s Democratic Republic operates under the 3rd Decent Work Country Programme for Lao PDR (DWCP) (2022-2026), which was signed by the ILO’s tripartite constituents in June 2022.

The tripartite constituents are the Ministry of Labour and Social Welfare (MoLSW), the Lao National Chamber of Commerce and Industry (LNCCI) and the Lao Federation of Trade Unions (LFTU). The DWCP aims to advance equal opportunities for women and men to obtain decent and productive work in conditions of freedom, equity, security and human dignity

The Programme Assistant (hereafter referred to as the incumbent) will provide support to the National Coordinator who is based in Vientiane, with a variety of national coordination duties as well as liaison duties to support the CO-Bangkok. The incumbent is responsible for providing overall assistance to the National Coordinator for him to deliver the smooth and impactful implementation of the Laos Decent Work Country Programme. The National Coordinator’s operational activities are responding to requests from constituents, coordinated by the CO-Bangkok which the Programme Assistant is expected to assist.

The Programme Assistant is entrusted with a variety of programming and administrative functions to support the implementation of the DWCP and facilitating information sharing and cooperation with the ILO Development Cooperation (DC) Projects, ILO constituents, ILO partners and UN Country Team (UNCT). The incumbent will lead a variety of administrative and programmatic activities related to coordination of work under the ILO National Coordinator in Lao PDR and will also provide necessary programming and administrative support to the DC activities carried out in the country. Generally, s/he will coordinate and contribute to the overall execution of programme/project activities that are implemented according to the ILO rules and procedures.

Reporting lines

Reporting lines

Under the overall direction of the Director of the ILO Country Office for Thailand, Cambodia and Lao PDR (CO-Bangkok), the incumbent will receive day-to-day guidance from the ILO National Coordinator in Lao PDR and report directly to him/her. For the effective discharge of his/her responsibilities, s/he will be working in close tandem with the ILO DC Projects in Lao PDR and receive technical guidance from the ILO Technical Specialists at the Decent Work Support Team based in Bangkok (DWT-Bangkok).

Description of Duties

1. Provide financial and administrative support to activities undertaken by the ILO National Coordinator for Lao PDR and serve as focal point of operational and administrative contact for ILO tripartite constituents in the country providing support to national counterparts in the assigned areas.
2. Provide financial and administrative support as needed to the DC projects, including:  Building Responsible Value Chains in Asia through the Promotion of Decent Work in Business Operations Phase II (RVC), Building Social Protection Floors for All: support to the extension of social health protection in Asia etc.
3. Assist in maintaining contacts and liaise with partners, ILO projects in the country, DWT/CO Bangkok and relevant organizational units at HQ on the implementation of DWCP, follow-up on matters of urgency, coordinate with partners and respond to requests from these partners.
4. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention. Provide informal translations where necessary.
5. Prepare and maintain records and documents in preparation for policy dialogue and technical consultations with regard to the formulation and implementation of the DWCP and DC projects and may be required to carry out specific administrative and operational follow-up for programme activities.
6. Contribute creative ideas and provide substantive input for programme development, project initiation and draft portions of concept notes or strategy papers.
7. Assist and participate in the preparation of seminars, workshops, training sessions and meetings, including preparing draft agenda and notes of staff meeting and Heads of Project meeting and staff retreat.
8. Assist in promoting ILO activities in the country by drafting, editing and/or translating into local language news releases, official correspondence and other public information material. This also include social marketing and uploading into ILO website/knowledge platform of events or activities of the DWCP and DC projects for the enhanced visibility of ILO work in the country.
9. Assist in the preparation, production and dissemination of documentation, publication, promotional material. Participate in briefing of parties interested in ILO activities, in the preparation, briefing and debriefing of visiting missions.
10. Assist in drafting correspondence, minute sheets, reports and in the administrative processing of the request for assistance of the Government and the organisations of employers and workers and take appropriate follow-up action.
11. Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials, and draft the meeting programme timetable for ILO personnel and consultants to meet ILO constituents, other UN Agencies, Donors, Embassies and NGOs in Cambodia.
12. Assist official travel and missions of ILO staff, external consultants, visitors on the administrative procedures including visa process with relevant ministries for ILO international staff and visiting missions.
13. Assist in procurement arrangements, including in recruitment and preparation of contracts of consultants and service providers, obtaining three quotations, preparing selection sheets and purchase orders and processing contracts for clearance in line with the ILO rules and procedures.
14. Assist in project budgets, including making calculations, estimating costs, requesting funds, making payments and arranging for required budget revisions and rephasing when and as required.
15. Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education, preferably supplemented by technical or university course in a related field such as business administration, development project, social service or equivalent.

Experience

At least seven years of progressively responsible administrative work, with supervisory experience. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint, IRIS). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Office’s operations would be an advantage.

Languages

Six years of work experience in areas related to administrative work, community development and programme support activities, preferably with an international agency. 

Competencies

Knowledge and Competencies (technical and behavioural)

Good knowledge of programme and/or project administration.

Good knowledge of results-based management (RBM).

Knowledge and understanding of the substantive nature of ILO programmes and activities.

Knowledge of methods and techniques for assessing quality and efficiency of process execution.

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 rules, regulations, policies and procedures.

Ability to adapt quickly to new software and systems.

Drafting skills.

Analytical skills and attention to detail.

Ability to coordinate the work of support staff.

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.