Publication date: 02 October 2023
Application deadline (midnight local time): 31 October 2023
Vacancy no.: RB/MANILA/G/2023-18
Job ID: 11237
Department: RO-Asia and the Pacific
Organization Unit: CO-Manila
Contract type: Fixed-Term (with possibility of extension)
The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status and work permit in the Philippines.
The following are eligible to apply:
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to email@example.com.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is gross Php1,098,097.00 (Phpeso) yearly.
The ILO Country Office for the Philippines (CO-Manila), together with the ILO’s tripartite partners, implements the Decent Work Country Programme (DWCP) which sets out three major priorities until 2024: (1) productive, remunerative, freely chosen, green and sustainable work and employment opportunities available for all Filipino women and men willing to work; (2) improved labour market governance which ensures respect for all fundamental principles and rights at work, international labour standards and human rights; and (3) equitable social protection that is available and accessible to all. To help realize these, the Office helps strengthen the institutional capacity of workers’ and employers’ organizations as well as the overall capacity of the country to ratify and apply international labour standards. The DWCP is also the main vehicle to elevate the priorities of the tripartite partners to the broader United Nations Sustainable Development Cooperation Framework (UNSDCF) as well as to the overall national development frameworks, particularly the Medium-Term Philippine Development Plan (PDP).
As a team member, the incumbent provides senior level programming support and is responsible for performing, completing and/or overseeing specialized administrative and programming services related to implementation of the Office’s work programme. The incumbent works in an efficient, effective, and client-oriented manner in performing a range of administrative actions related to the design, planning, management, monitoring and evaluation of activities. Work involves using the enterprise resource planning (ERP) system. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures, and guidelines. The incumbent evaluates and provides inputs into the design and development of improved programming services and delivery processes.
The incumbent works under the supervision of the Senior Programme Officer. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results. Work involving the handling of complex and intricate programming matters including those affecting other related activities of the work unit is also reviewed.
The Senior Programme Assistant will work in collaboration with programming colleagues as well as those in Operations Unit and Development Cooperation (DC) projects of CO-Manila to coordinate work under the Decent Work Country Programme for the Philippines. S/he will also engage closely with relevant technical specialists and units in the ILO Regional Office in Bangkok and in the headquarters. The incumbent regularly liaises with and receives guidance from the Regional Programming Unit.
External contacts are primarily with counterparts in Government, employers’ and workers’ organizations, United Nations (UN) agencies and other international organizations and donors related to the coordination of joint activities and resource mobilization. The incumbent shares information and collaborates on the integration of processes or activities and anticipates and contributes to resolving complex administrative and programming support matters.
1. Provide specialized programming support for the formulation of the Office’s work programme and the identification of initiatives, ensuring that required information is included in terms of proposed activities. Conduct searches for information on defined subjects related to assigned country programme outcomes. Perform preliminary analysis of information, including the identification of priority issues and potential technical assistance needs, for possible inclusion in country briefs and reports.
2. Compile, analyse and disseminate data and other information for programme and budget preparation and for the review of financial and human resource requirements. Coordinate submissions of programme proposals and budget estimates and propose adjustments as required.
3. Serve as focal point for programme and/or project administrative matters. Initiate requests, prepare standard terms of reference (TOR) in relation to programme and/or project objectives, obtain necessary clearances, process and follow up on administrative actions and resolve issues related to programme and/or project implementation. Liaise with external partners and attend meetings to provide and gather information.
4. Review reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments, and authorizations are in conformity with financial rules and regulations. Prepare reports on budget performance comparing approved budgets against actual expenditures and indicating any discrepancies.
5. Maintain and update databases.
6. Respond to, or redirect to the most appropriate source, complex administrative queries on programme and budget. Draft correspondence and communications related to all aspects of programme and/or project administration.
7. Keep abreast of changes to programme-related policies, procedures, guidelines, and processes and provide guidance and deliver training to staff with the view to building knowledge. Oversee and guide the work of programming and other support staff as required.
8. Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
9. Provide administrative support for the organization of seminars, workshops, meetings, and other events. Participate in missions to provide programming and administrative support, as required.
10. Perform other relevant duties as assigned.
Completion of secondary school education. Training in programme and/or project administration.
Minimum of six years of office support work experience, the majority of which in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system, in particular programme monitoring and management modules.
Excellent command of an official language (English, French, Spanish) of the Organization. Working knowledge of another official language of the Organization or an official national language of the duty station.
In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:
Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures.
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account – @ilo.org – should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.