Programme Finance and 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. Established in 1919, the ILO has a mission to promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to achieving its goals through international labor standards, policies, and programs that address the needs of workers and employers alike.

Job Overview:
The Programme Finance and Administrative Assistant will play a crucial role in supporting the ILO's project aimed at improving resilience in the fisheries and aquaculture supply chains in Region XII of the Philippines. This position involves maintaining financial records, processing documentation, and providing administrative support to ensure the smooth operation of the project. The assistant will work closely with the Project Officer and the National Project Coordinator, contributing to the project's objectives of promoting recovery and building resilient supply chains in line with international labor standards. The role requires a proactive approach to problem-solving and effective communication with various stakeholders, including government agencies and project partners.

Duties and Responsibilities:

• Maintain comprehensive financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data.
• Review, process, and prepare all necessary documentation, including contracts, ensuring accuracy for financial clearances and payments.
• Proactively prepare correspondence to verify data, address queries, and follow up with project staff and consultants as needed.
• Review financial reports from project partners, ensuring compliance with ILO rules before submission to the Finance Unit.
• Classify budget codes, verify claims for payment, and check payment vouchers and invoices for accuracy.
• Provide administrative and financial support to project staff regarding payments, entitlements, and travel claims.
• Consult with the Finance Unit and project team on relevant rules and procedures, keeping staff informed of any updates.
• Prepare recurring and special reports for donor reporting, budget preparation, and audits.
• Calculate cost estimates and participate in budget analysis and forecasting as required. 1
• Perform additional duties as assigned by the Project Officer, National Project Coordinator, Regional Coordinator, or Director of CO-Manila.

Required Qualifications:
Candidates must have completed secondary school education, with formal training in accounting and/or finance being an asset. A strong understanding of financial and administrative procedures is essential, along with the ability to maintain accurate financial records and prepare reports. Candidates should demonstrate responsible behavior, attention to detail, and the ability to handle confidential matters with discretion. Proficiency in computer software, including Microsoft Office Suite and other relevant applications, is required.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Additional formal training in accounting, finance, or a related administrative field would be advantageous and is preferred.

Experience:
Candidates should have at least five years of progressively responsible experience in technical, financial, and administrative roles. Familiarity with UN or ILO administrative and financial procedures is considered an advantage, as it will aid in the understanding of the organization's operational framework.

Languages:
Excellent command of English is mandatory, along with proficiency in an official national language of the duty station, which is Filipino in this case. Knowledge of additional languages may be beneficial but is not required.

Additional Notes:
This position is a short-term contract lasting 10 months, with the possibility of extension based on funding availability and performance. The role is classified as a General Service position, and external candidates must have valid residency status and work permits in the Philippines. The entry-level salary for this position is 876,102 Philippine pesos per year. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process is conducted online, and candidates should be aware that the ILO does not charge any fees during the recruitment process.