Introduction

The ILO seeks to recruit a Programme and Administrative Assistant at the GS 5 level for an upcoming Canada project on Promoting Responsive Institutions and Mechanisms to Eliminate Forced Labour in the Philippines (PRIME PH).

This selection and recruitment is part of an ongoing application process for a competitive tender for the grant. Therefore, the ILO will only be able to offer employment to the successful candidate should the ILO’s application be selected for the award. The chosen candidate should be able to start work within 45 days of the signature of the project award.

Project outcomes include:

1. 1. Prevention, Advocacy and Research - Strengthened forced labour prevention and response mechanisms informed by evidence for better targeting, stronger knowledge sharing and scale-up of innovative practices.
   2. Strengthening Governance Framework - Improved implementation of national framework and institutional mechanisms in line with international labour standards on forced labour.
   3. Protection, Rehabilitation and Enforcement - Increased capacity of government institutions and social partners to implement measures to identify forced labour cases, protect victims of forced labour and investigate forced labour cases with a view to prosecution.
   4. Enabling cross-cutting results: “Partnerships” -  Strengthened inter-agency and sectoral collaboration to tackle the root causes of forced labour in supply chains of selected sectors.

The project falls under the technical responsibility of the ILO Fundamental Principles and Rights at Work Branch (FUNDAMENTALS) Branch.

Reporting lines:

The Program Administrative Assistant will be under the overall supervision of the Director of the ILO Country Office for the Philippines (CO-Manila) and the direct supervision of the National Project Coordinator. Administrative and financial guidance will be provided by the Senior Operations Officer and programme-related guidance will be received from the Senior Programme Officer.

Description of Duties

The Programme and Administrative Assistant will be responsible for a range of specialized Programme and Administrative support services in an efficient, effective and client-oriented manner. 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.

Specific duties include:

1. 1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
   2. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
   3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants, implementing partners and counterparts. Draw the attention of the Project Manager/National Project Coordinator to matters requiring immediate attention.
   4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
   5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
   6. Consult with Finance Unit, Programme and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
   7. Provide project-related information as inputs to CO-Manila’s country programme implementation plan and report and other required external reports (UN, developments partners), in coordination with the National Project Coordinator.
   8. Provide administrative and financial backstopping and guidance for project staff, implementing partners and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
   9. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
   10. Calculate and compile cost estimates and participate in budget analysis and projections as required by the supervisors.
   11. Support the National Project Coordinator in preparing budget revision requests, when needed.
   12. Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
   13. Prepare draft presentations for project briefings, progress reporting and other related purposes.
   14. 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, trainings, workshops,meetings and webinars.
   15. Perform other relevant duties as assigned by the National Project Coordinator and/or the Director of CO-Manila.
   16. 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, trainings, workshops, meetings and webinars.
   17. Perform other relevant duties as assigned by the National Project Coordinator and/or the Director of CO-Manila.

Qualification requirements

Education

Completion of secondary school education with formal training in accounting and/or Programme and Administrative field.

Experience

Five years of progressively responsible financial and administrative work, and some training in an administrative field. Familiarity with UN administrative and financial procedures constitutes an advantage.

Languages

Excellent command of English. 

Competencies

•          Knowledge and understanding of complex body of financial and administrative rules, guidelines and procedures.

•          Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.

•          Good analytical skills. Ability to reason and make sound judgements.

•          Ability to maintain financial records and prepare clerical accounting reports and statements. Must demonstrate responsible behaviour and attention to detail.

•          Ability to deal with confidential matters with discretion. Must display high standards of ethical conduct.

•          Proficient with Microsoft Office and statistical software packages.

•          High standards of integrity, professionalism, personal discipline and impartiality.

•          Excellent organizational skills.

•          Ability to work on own initiative as well as a member of a team.

•          Ability to work under political and time pressure and meet deadlines.

•          Ability to deal with people with tact and diplomacy.

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