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Program Administrative Assistant
Project-Program Administrative Assistant at ILO in Manila, Philippines
ILO, the International Labour Organization, is the United Nations agency for the world of work. It brings together governments, employers, and workers to drive a human-centred approach to the future of work. This approach focuses on employment creation, rights at work, social protection, and social dialogue.
What are the advantages that come with being employed at ILO:
- Working with governments, workers, and employers for fair solutions. This fosters collaboration and cooperation among different stakeholders, enabling the development of fair and effective solutions to labour and employment challenges.
- Allowing employees to contribute to meaningful initiatives that prioritize people’s rights, needs, and aspirations.
Job Details: Job Title: Project-Program Administrative Assistant Unit: ILO Job Place: Manila, Philippines Deadline: 5 April 2024
Education & Qualifications Requirements:
- Completion of secondary school education with formal training in accounting and/or Programme and Administrative field.
- Knowledge and understanding of complex body of financial and administrative rules, guidelines and procedures.
- Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
- Good analytical skills. Ability to reason and make sound judgements.
- Ability to maintain financial records and prepare clerical accounting reports and statements. Must demonstrate responsible behaviour and attention to detail.
- Ability to deal with confidential matters with discretion. Must display high standards of ethical conduct.
- Proficient with Microsoft Office and statistical software packages.
Work Experiences:
- Five years of progressively responsible financial and administrative work, and some training in an administrative field. Familiarity with UN administrative and financial procedures constitutes an advantage.
Languages:
- Excellent command of English.
Career Key Responsibilities:
- 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 Project Manager/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.
