Programme and Administrative Assistant

The Programme and Administrative Assistant will report to and work under the supervision of the National Project Coordinator of the Project. S/he will receive overall guidance from the Country Director of ILO in the Philippines. Administrative and financial guidance will be provided by the Senior Operations Officer and programme-related guidance will be received from the Senior Programme Officer.

S/he is required to work in close collaboration with other ILO staff members, as required.

Duties:

• The Programme and Administrative Assistant will be responsible for a range of specialized Programme and Administrative support services in an efficient, effective and client-oriented manner. The incumbent performs at a fully operational level and resolves a variety of recurring and non-recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines.
• Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.
• Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
• Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants, implementing partners and counterparts. Draw the attention of the National Project Coordinator to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules, before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
• Consult with Finance Unit, Programme and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
• Provide project-related information as inputs to CO-Manila’s country programme implementation plan and report and other required external reports (UN, developments partners), in coordination  with the National Project Coordinator.
• Provide administrative and financial backstopping and guidance for project staff, implementing partners and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
• Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates, and participate in budget analysis and projections as required by the supervisors.
• Support the National Project Coordinator in preparing budget revision requests, when needed.
• Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
• Prepare draft presentations for project briefings, progress reporting and other related purposes.
• 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, trainings, workshops, meetings and webinars.
• Perform other relevant duties as assigned by the National Project Coordinator and/or the Director of CO-Manila.

Required qualifications:

Education:

• Completion of secondary school education with formal training in accounting and/or Programme and Administrative field.

Experience:

• Five years of progressively responsible financial and administrative work, and some training in an administrative field. Familiarity with UN/ILO administrative and financial procedures constitutes an advantage.

Languages:

• Excellent command of English.

Source: https://jobs.ilo.org/job/Manila-Programme-and-Administrative-Assistant/1087162801/