Programme and Administrative Assistant
Vacancy no.: DC/MANILA/GS/2020/08
Publication date: 24 March 2020
Application deadline (midnight Manila time): 23 April 2020
Job ID: 3190
Department: RO-Asia and the Pacific
Organization Unit: CO-Manila
Contract type: Fixed Term
Contract duration: One year
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 PHP603,027.00 (Philippine Peso) yearly.
The Integrated Programme on Fair Recruitment (FAIR) seeks to contribute to the promotion of fair recruitment initiatives across migration corridors in North Africa, the Middle East and Asia. The corresponding project strategy is based on a three-pronged approach: 1) establishing fair recruitment corridors to prevent abuses and exploitation of migrant workers; 2) providing migrant workers with access to reliable information and improved services and 3) conducting innovative research and disseminating knowledge on ethical recruitment. These components will be implemented through several pilot initiatives at the global and country level. In the Philippines, the project will explore the feasibility of developing fair and alternative recruitment models through labour intermediation services provided by cooperative enterprises.
The ILO is now implementing a model on fair recruitment in the Philippines, working to improve recruitment of migrant workers to key destination countries, specifically Hong Kong and Qatar. An estimated 10 million Filipinos live abroad and more than one million Filipino leave the country each year to work abroad. In line with the ILO’s country office strategy to promote coherent integrated programmes for employment creation in the Philippines as well as improve labour migration policies to better protect those who decide to seek employment abroad, the project will explore the feasibility of developing fair and alternative recruitment model through labour intermediation services provided by cooperative enterprises.
The Programme and Administrative Assistant will work under the supervision of the National Project Coordinator with administrative and financial guidance provided by the Administrative and Finance Officer – ILO Country Office for the Philippines. She / he is required to work in close collaboration with other ILO staff members.
- 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 NPC 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 NPC 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 NPC for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the CTA and coordinators for the preparation of the submission.
- Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the NPC 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 NPC and/or the Country Director.
Completion of secondary school education.
At least five years of relevant work 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). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.
Excellent knowledge of the working language of the duty station and a good knowledge of English.
- Ability to organize own work.
- 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.
Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.
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.