Introduction

The ILO seeks to recruit a Programme and Administrative Assistant at the G-5 level under the ILO-EU Trade for Decent Work Project, which aims to ensure better application of international labour standards in the Philippines, as an EU GSP+ beneficiary country.

The Programme and Administrative Assistant will cover the component implemented in the Philippines. Project outcomes are, as follows:

• Intermediate Outcome 1: Employers’ institutional capacity enhanced to promote gender-sensitive sustainable business practices, compliance, and social dialogue in selected industries and ecozones
• Intermediate Outcome 2: Trade union services improved to support monitoring of workers’ and women’s rights in the workplace, including COVID19-related issues.
• Intermediate Outcome 3: Improved tripartite social dialogue mechanisms, with balanced participation of women representing workers, employers that adopts and monitors gender-sensitive strategic compliance plans or VCPG (Voluntary Code of good practices)
• Intermediate Outcome 4: Strengthened enterprise-level bipartite mechanisms that are better able to adopt gender-sensitive compliance plans and protocols that align with national and international labour standards, laws and policies
• Intermediate Outcome 5: Improved institutional frameworks for dispute resolution/case management.

Reporting Lines

The Programme and Administrative Assistant 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. Specifically, the Programme and Administrative Assistant will perform and assume the following tasks, duties and responsibilities.

Description of Duties

• Assist in monitoring the project work plans and priorities., including updating of the logical framework, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.
• Provide technical and programme support to the Project Manager in terms of developing, drafting and reviewing terms of reference, concept notes, project briefs and other materials relevant to achieving and realizing the Project’s results-based outcomes.
• Support the Project Manager in reviewing activity proposals (including budget review) submitted by external and social partners for funding consideration.
• Assist the Project Manager in co-facilitating activities, workshops, forums, social dialogue and consultations organized by the Project for its tripartite constituents and social partners, including preparation of project policy/activity briefs, powerpoint presentations, etc.
• Monitor and report latest news, updates and developments in relation to both Philippine and international trade, labour and human rights
• 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.

.

• 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 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.
• 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 education

Experience

Minimum of 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.

Languages

Excellent English, Filipino and other local Philippine languages.

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.
• 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.