Programme 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 worldwide. 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 promoting gender equality and diversity within its workforce, actively encouraging applications from women and individuals with disabilities.

Job Overview:
The Programme and Administrative Assistant will play a crucial role in supporting the ILO's project titled 'Strengthening freedom of association and action against child labour in the Philippines.' This project aims to enhance compliance with international labor standards, focusing on fundamental principles and rights at work, particularly in trade sectors. The assistant will provide essential programmatic and administrative support to ensure that project objectives are met effectively. This includes maintaining financial records, processing contracts, preparing reports, and facilitating communication among project stakeholders. The role requires close collaboration with various ILO staff members and adherence to the organization's policies and procedures. The assistant will also be involved in logistical arrangements for project-related events and will report directly to the National Project Coordinator, receiving guidance from the director" style="border-bottom: 1px dotted #007bff !important;">Country Director and other senior officers.

Duties and Responsibilities:
The duties and responsibilities of the Programme and Administrative Assistant include:

• Maintaining project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, and other financial data.
• Processing contracts for financial clearance and payment, ensuring all necessary supporting documents are attached and verifying the appropriateness of contract types used for each activity.
• Preparing correspondence to verify data, address queries, and follow up with ILO staff, consultants, and partners as necessary.
• Reviewing financial reports from project implementing partners to ensure compliance with ILO rules before submission to the Finance Unit.
• Classifying and assigning budget codes, verifying claims for payment, and checking payment vouchers and invoices.
• Consulting with the Finance Unit and project team on rules and procedures, and informing staff and partners of any updates.
• Providing project-related information for CO-Manila’s country programme implementation plan and other external reports.
• Offering administrative and financial guidance to project staff and partners regarding payments, travel claims, and other financial requirements.
• Preparing recurring and special reports for donor reporting, budget preparation, and audits. 1
• Supporting the National Project Coordinator in budget revision requests as needed. 1
• Drafting correspondence, memoranda, and reports on administrative matters. 1
• Handling all administrative tasks, including logistical support for travel arrangements, conferences, and meetings. 1
• Performing other relevant duties as assigned by the National Project Coordinator or the Director of CO-Manila.

Required Qualifications:
The required qualifications for the Programme and Administrative Assistant position include:

• Completion of secondary school education with formal training in accounting and/or a related administrative field.
• A minimum of five years of progressively responsible experience in financial and administrative work, with some training in an administrative field.
• Familiarity with UN administrative and financial procedures is considered an advantage.
• Excellent command of English, both written and spoken, is mandatory.
• Strong analytical skills and the ability to maintain financial records and prepare clerical accounting reports.
• High standards of integrity, professionalism, and personal discipline are essential.

Educational Background:
Candidates must have completed secondary school education, with formal training in accounting or a related field. This educational background is crucial for understanding the financial and administrative tasks associated with the position.

Experience:
Candidates should possess at least five years of progressively responsible experience in financial and administrative roles. This experience should include familiarity with administrative procedures and financial management, ideally within an international organization or similar environment. Experience with UN administrative and financial procedures is a significant advantage.

Languages:
The mandatory language requirement for this position is an excellent command of English. Proficiency in additional languages may be beneficial but is not explicitly required.

Additional Notes:
The position is a fixed-term contract for one year, with the possibility of extension based on various factors, including the availability of funds and the continuing need for the functions. The entry-level net pensionable salary for this position is Phpeso 876,102.00 yearly. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process for external candidates is subject to specific local recruitment and eligibility criteria, and the ILO does not charge any fees at any stage of the recruitment process.