Programme Senior Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices globally. Established in 1919, the ILO has a mission to ensure that labor standards are upheld and that workers' rights are protected. The organization operates in over 180 countries and has a diverse workforce of approximately 3,500 employees. The ILO is committed to promoting decent work for all, which includes fair wages, safe working conditions, and the right to organize. The organization works closely with governments, employers, and workers' organizations to achieve its goals and has a strong focus on gender equality and the inclusion of marginalized groups in the labor market.

Job Overview:
The Programme Senior Administrative Assistant position is located within the ILO Country Office for the Philippines, specifically working with the TRIANGLE Partnerships for Fair and Effective Labour Migration in ASEAN. This role is crucial in supporting the operational and administrative functions of the TRIANGLE Partnerships, a regional labor migration program funded by the Australian Department of Foreign Affairs and Trade and the Swiss Agency for Development and Cooperation. The program aims to enhance the skills development and protection of ASEAN migrant workers while improving the effectiveness of regular labor pathways. The incumbent will provide senior-level support, ensuring efficient delivery of administrative services, human resources, finance, travel, and logistics. The role requires a high degree of independence and the ability to coordinate with various stakeholders to achieve project objectives.

Duties and Responsibilities:
The duties and responsibilities of the Programme Senior Administrative Assistant include ensuring the smooth functioning of project administration and office management. This involves processing entitlements, issuing contracts, and maintaining records. The incumbent will advise project staff on administrative rules and assist with travel arrangements, including reservations and authorizations. They will also organize special meetings and coordinate administrative arrangements for workshops and trainings. The role requires maintaining communication with technical units, ILO constituents, and UN agencies to discuss activities and resolve issues. The assistant will prepare correspondence and reports, monitor incoming correspondence, and ensure timely responses. Additionally, they will prepare background information and cost estimates for program and budget preparations, manage expenditures under development cooperation funding, and provide guidance to junior staff.

Required Qualifications:
Candidates must have completed secondary school education and possess formal training in a relevant administrative area. Training related to program/project administration and office support is essential. The role requires at least six years of progressively responsible administrative work experience, including senior-level support services and familiarity with enterprise resource planning (ERP) systems. Candidates should demonstrate excellent organizational skills, the ability to prioritize tasks, and proficiency in computer software such as Microsoft Office and Adobe Reader. Knowledge of complex administrative guidelines and procedures is crucial, along with the ability to work independently and manage a heavy workload under pressure.

Educational Background:
The educational background required for this position includes the completion of secondary school education. Formal training in relevant administrative areas is necessary, and additional training related to program or project administration and office support is highly desirable. This educational foundation will equip candidates with the necessary skills to perform the administrative functions required in this role effectively.

Experience:
The position requires candidates to have at least six years of progressively responsible administrative work experience. This experience should include providing various senior-level support services and working with enterprise resource planning (ERP) systems. Candidates should demonstrate a strong understanding of administrative processes and the ability to manage complex tasks independently while ensuring compliance with organizational policies and procedures.

Languages:
Excellent knowledge of English is mandatory for this position. Proficiency in Tagalog is also beneficial, as the role may involve informal translations between Tagalog and English. Candidates should possess strong communication skills to effectively interact with diverse stakeholders and provide administrative support in a multicultural environment.

Additional Notes:
The contract for this position is fixed-term for one year, with the possibility of extension based on resource availability and satisfactory performance. The recruitment process is open to both internal and external candidates, with specific local recruitment criteria applicable to General Service positions. The entry-level salary for this position is Php 1,025,043 yearly. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The organization does not charge any fees during the recruitment process and emphasizes the importance of confidentiality and discretion in handling sensitive information.