Overview
Provides senior level support with responsibility for performing, completing and overseeing a range of operational and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system.
Key Responsibilities
- Ensure smooth functioning of the project administration, office management and operation support related functions.
- Process entitlements, issuance of contracts and maintenance of records and files.
- Advise and assist project staff with interpretation of administrative rules, regulations and procedures.
- Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
- Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings.
- Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies.
- Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks.
- Prepare periodic administrative statistics, reports and correspondence.
- Brief and assist international staff, experts and consultants on all aspects of administration-related matters.
- Provide interpretation of administrative rules, regulations and procedures.
- Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.
- Prepare, draft and finalize correspondence, briefs and terms of reference including of a non-routine nature requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas.
- Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards.
- Provide informal translations from Tagalog to English and vice-versa.
- Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations.
- Participate in budget analysis and projections, as required.
- Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds.
- Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds.
- Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
- Assist the Programme CTA in the implementation of the project by providing technical inputs, planning, monitoring and evaluation of project activities in the Philippines.
- Consult with national-level tripartite partners, CSOs, academia and other stakeholders to identify appropriate strategies and activities.
- Ensure conformity with ILO policies and project strategies, ILO programming guidelines and country/action programs, and Office procedures and practices.
- Monitor progress of programme activities with implementing partners by reviewing, verifying and analysing work-plans, progress reports, final reports and other data for clarity, consistency and completeness.
- Identify problems, propose solutions and action and follow-up with implementing partners to expedite implementation and meet targets.
- Follow-up on delays, clarify information and data provided, and act as the primary focal point for national/local partners’ enquiries about clearance and processing requirements of the project.
- Assist in the development and maintenance of information systems for use in monitoring and reporting on project activities and performance.
- Provide guidance and supervise the work of junior administrative and/or other support staff.
- Perform other relevant duties as assigned.
Required Experience
- At least six years of progressively responsible administrative work including providing various senior level support services.
- Experience of working with an enterprise resource planning (ERP) system.
Qualifications
- Completion of secondary school education and formal training in relevant administrative area.
- Training in an area related to programme/project general administration and office support.
