Programme and Administrative Assistant
Vacancy no.: DC/MANILA/GS/2020/15
Publication date: 03 November 2020
Application deadline (Manila time): 02 December 2020
Job ID: 4937
Department: RO-Asia and the Pacific
Organization Unit: CO-Manila
Contract type: Fixed Term
Contract duration: 12 months
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.
The Government of the Philippines (GoP) regards the adoption of the Global Compact for Safe, Orderly and Regular Migration (GCM) as a watershed moment in migration management and governance history. It considers migration as a priority policy area with the GCM mainstreamed into the Philippine Development Plan (PDP) through an entire new chapter on “Safe, Orderly, and Regular Migration.” The PDP establishes a benchmark for relevant government agencies in assessing how the Philippines is achieving the GCM’s objectives and commitments, both as a migrant-sending and a migrant-receiving country. Further, the Philippine Statistics Authority (PSA) has developed guidelines on the collection and use of migration data based on international migration statistics and standards. This enables government agencies to share comparable data on international migration and responds to the GCM’s emphasis on the importance of data and statistics for effective policy formulation. Despite this sincere commitment, the Government itself however recognizes that noticeable gaps remain in the implementation of the GCM’s 23 objectives. In particular, the Government has identified Objective 8 (Facilitate fair and ethical recruitment and safeguard conditions that ensure decent work) and Objective 21 (Cooperate in facilitating safe and dignified return and readmission, as well as sustainable reintegration) as their priority GCM objectives.
The Joint Programme BRIDGE seeks to support the GoP in achieving Objectives 8 and 21 through the lens of the GCM Thematic Area 4: Facilitating regular migration, decent work and enhancing the positive development effects of human mobility. This will be accomplished by ensuring a) Government initiatives to promote fair and ethical recruitment as well as reintegration services are evidence-based, gender-responsive and coordinated through a people-centered, whole-of-government and whole-of-society approach and b) the Government establishes mechanisms to translate evidence into policy and best practices pertaining to recruitment and reintegration through the migration cycle. Both results seek to ensure human mobility in the Philippines is fully utilized and facilitated in a regular, safe and orderly manner that contributes towards sustainable development effects for migrants, their families and even communities. BRIDGE supports the Philippine Development Plan 2017-2022, Ambisyon Natin 2040 (long-term vision and strategies), the Philippines-UN Partnership Framework for Sustainable Development (PFSD) 2019-2023, and the ongoing programmes of IOM, ILO and UN Women in the areas of recruitment and reintegration in the Philippines context.
The Programme and Administrative Assistant will work under the supervision of the National Project Coordinator with administrative and financial guidance provided by the Operations Officer – ILO Country Office for the Philippines (CO-Manila). She / he is required to work in close collaboration with other ILO staff members.
1. 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.
2. 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.
3. Draft correspondence, faxes, memoranda and reports on administrative matters in accordance with standard office procedures.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. Provide interpretation as well as informal and formal translation.
10. Perform other duties as may be assigned by the NPC and/or the Country Director.
Completion of secondary school education.
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.
Excellent knowledge of the working language of the duty station (Filipino) and a good knowledge of English.
- Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
- Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.
- Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
- Ability to prepare preliminary reports and to draft correspondence.
- Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner.
- Ability to organize own work and to work independently as well as work in a team.
- Ability to work under pressure and to meet the deadline.
- Must demonstrate responsible behaviour and attention to details.
- Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
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.
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.