Programme Assistant, Regional Programming Services Unit (RPS)

Organizational Setting

The position is located in the Regional Programming Services Unit (RPS) of the ILO Regional Office for Asia and the Pacific (RO-Asia and the Pacific) based in Bangkok, Thailand. RPS provides support in the preparation of biennial programme and budget proposals for the region, quality control of development cooperation proposals, and evaluation of programmes and projects under all sources of funds. The Unit also provides support to regional management in the planning and implementation of regional programmes, the design, implementation, monitoring and reporting of Decent Work Country Programmes (DWCPs), alignment of DWCPs with the United Nations Sustainable Development Cooperation Framework at all stages of the programme cycles. 

Main Purpose

As a team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines, including ILO Evaluation Policy and Procedures. 

The incumbent works under the supervision of Chief of Regional Programming Services Unit. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on issues related to service delivery and status of planned activities. 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 to obtain clarification and to seek or provide information on planned joint activities.

Key Duties and Responsibilities

1.    Assist with the planning and preparatory work of the Office’s work programme and/or project initiatives. Monitor status of programme and/or project proposals and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of programme and/or project outcomes and deliverables and inform the supervisor of any discrepancies. 
2.    Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
3.    Input complete data and process administrative actions on programme and/or project delivery in the enterprise resource planning (ERP) system. Based on information in the enterprise resource planning (ERP) system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor. 
4.    Follow-up on administrative matters, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions. 
5.    Provide administrative support for the organization of seminars, workshops, meetings and other events.  
6.    Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries. 
7.    Respond to requests for general information on programme and/or project related matters.
8.    Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.
9.    Keep abreast of developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.
10.    Provide general office management support, including attending meetings and drafting correspondence.
11.    Perform other relevant duties as assigned.

Minimum Requirements

Education

Completion of secondary school education.

Experience

Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Languages

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.

Knowledge and Competencies (technical/behavioural)

Knowledge and Competencies (technical and behavioural)
Knowledge of programme and/or project administration, including resource monitoring, budget creation and revision. 
Knowledge of results-based management (RBM). 

Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

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:

Ability to interpret and work within the applicable rules, regulations, policies and procedures.   
Ability to adapt quickly to new software and systems. 
Analytical skills and attention to detail. 
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes. 
Ability to handle confidential and sensitive information.