21. Programme Assistant - G5

The position of Programme Assistant is located in the ILO Decent Work Team and Office for the Caribbean in Port of Spain (DWT/CO-POS), Trinidad and Tobago. The DWT/CO-POS provides advisory services, capacity building and technical assistance to ILO’s constituents (government, employers’ and workers’ organizations) to 13 member States and nine territories (Antigua and Barbuda, the Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname, and Trinidad and Tobago; and Anguilla, Aruba, the British Virgin Islands, Bermuda, Cayman Islands, Curacao, Montserrat, Saint Maarten and Turks and Caicos).

As a team member, the Programme Assistant will provide a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines. The incumbent works under the supervision of the Senior Programme Officer. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.

REPORTING LINES - The Programme Assistant will report ot the Senior Programme Office of DWT/CO-POS. Depending on the technical area, ILO specialists will provide technical guidance.

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on issues related to service delivery and status of planned activities. The incumbent regularly liaises with and receives guidance from the Regional Programming Unit.

External contacts are primarily with counterparts in Government, employers’ and workers’ organizations, United Nations (UN) agencies and other international organizations and donors to obtain clarification and to seek or provide information on planned joint activities.

1. Assist with the planning and preparatory work of the Office’s work programme and/or project initiatives. Monitor status of programme and/or project proposals and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of programme and/or project outcomes and deliverables and inform the supervisor of any discrepancies.
2. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
3. Input complete data and process administrative actions on programme and/or project delivery in the ERP system. Based on information in the ERP system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor.
4. Follow-up on administrative matters, including the timely revision and submission of terms of reference (TOR) for external collaborators to ensure clarity, completeness and adherence to ILO rules and regulations, the confirmation of funds, and other required administrative actions.
5. Provide administrative support for the organization of seminars, workshops, meetings and other events.

 

f.  Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.

g. Respond to requests for general information on programme and/or project related matters.

h.  Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.

i.  Keep abreast of developments in the countries under the jurisdiction of the Decent Work Team and Office for the Caribbean which may have an impact on areas for ILO assistance and collaboration/development cooperation.

j.  Provide general office management support, including attending meetings and drafting correspondence.

k.  Perform other relevant duties as assigned.

Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Completion of secondary school education.

Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Excellent command of English.

• Knowledge of programme and/or project administration.
• Knowledge of the results-based management (RBM).
• Ability to communicate effectively both orally and in writing. Ability to clarify information.
• Demonstrate collaborative and team work experience and ability to work effectively with a multicultural and interdisciplinary team as well as work on his/her own initiative.
• Ability to work independently, quickly, precisely, and take initiative and responsibility.
• Ability to work under pressure and to meet deadlines.

Proficiency in the use of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office, as well as web-browsers, database applications and virtual meeting platforms

Those interested in this position must consider that the following core competency and values framework are adhered to in the ILO:

• Integrity and Transparency;
• Sensitivity to Diversity;
• Orientation to Learning and Knowledge sharing;
• Client Orientation;
• Communication;
• Orientation to change;
• Responsibility for Performance;
• Quality Orientation and Collaboration.  

In addition to the ILO Core Competencies listed above 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.
• Analytical skills and attention to detail.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.