Administrative Assistant

Introduction

The ILO seeks to recruit a Programme and Administrative Assistant at the G-5 level for a US DOL project which seeks to Improve Worker Rights in Rural Sectors of the Indo-Pacific with a focus on Women.

The Programme Assistant will cover the component implemented in the Philippines.

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Project outcomes include:

1. Increased awareness among employers, workers, and other local stakeholders in selected rural communities of the requirements and benefits of adhering to the labour standards in the agriculture, fishing, and mining sectors.
2. Improved administration and capacity of government and other relevant stakeholders to monitor and remediate the labour standards in the rural sectors of agriculture, fishing, and mining; and
3. Improved enforcement by government to address wage inequality and workplace discrimination against women in workplaces in targeted rural areas, including in the agriculture, fishing, and mining sectors.

The project falls under the technical responsibility of the ILO Labour Administration, Labour Inspection and Occupational Safety and Health (LAB/ADMIN/OSH) Branch.

Reporting Lines

The incumbent will work under the supervision of the Project Manager with administrative and financial guidance provided by the Operations Officer – ILO Country Office for the Philippines. She / he is required to work in close collaboration with other ILO staff members.

Description of Duties

• 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.
• 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.
• Draft correspondence, faxes, memoranda and reports on administrative matters in accordance with standard office procedures.
• 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.

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• Assist the Project Manager in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
• Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and in particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-phasing.
• Assist the Project Manager 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 Project Manager for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the Team for the preparation of the submission.

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• Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the Project Manager 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.
• Provide interpretation as well as informal and formal translation.
• Perform other duties as may be assigned by the Project Manager and/or the Country Director.

Required qualifications

Education

Completion of secondary school education.

Languages

Excellent knowledge of the working language of the duty station and a good knowledge of English.

Experience

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.

Competencies

• 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.

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• 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.