Introduction

This position is located in the ILO Country Office for the Philippines, and specifically with the TRIANGLE Partnerships for Fair and Effective Labour Migration in ASEAN (TRIANGLE Partnerships).

TRIANGLE Partnerships is a five-year (2026-2031) regional labour migration programme funded by the Australian Department of Foreign Affairs and Trade (DFAT) and the Swiss Agency for Development and Cooperation (SDC). It aims to ensure that ASEAN migrant workers’ access to skills development and protection is strengthened, and the effectiveness of regular labour pathways is enhanced, increasing the development impact of labour migration. The programme has a regional scope with a focus on the Association of Southeast Asian Nations (ASEAN). Country level programming will be pursued in eight countries including Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Thailand and Timor Leste.

As a team member, the incumbent 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.

Reporting lines:

The Programme Senior Administrative Assistant will work under the supervision of the Senior Programme Officer of the ILO Country Office for the Philippines (CO-Manila) and the technical supervision of the TRIANGLE in ASEAN Chief Technical Adviser. 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, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit.

Description of Duties

1. Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.

2. 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.

3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme.

4. Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.

5. Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.

6. Brief and assist international staff, experts and consultants on all aspects of administration-related matters.  Provide interpretation of administrative rules, regulations and procedures.

7. 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.

8. 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.

9. 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. Provide information upon request.

10. Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.

Required qualifications

Education

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.

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. 

Languages

Excellent knowledge of English

Competencies

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to lead a team and manage a heavy workload under time pressure.
• Thorough knowledge and understanding of complex administrative guidelines and procedures, as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
• Good knowledge of work of the project /programme and the work carried out in other work units.
• Ability to respond to requests and to deal with visitors with tact and diplomacy.
• Ability to search and retrieve information from databases and compile reports.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. 
• Ability to coordinate the work with the regional project staff and relevant CO-Manila of support staff.

Description of Duties (continued)

11. 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.

12. 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.

13. 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.

14. Provide guidance and supervise the work of junior administrative and/or other support staff.

15. Perform other relevant duties as assigned.