Job Title: Finance and Administrative Assistant
Organization: International Labour Organization (ILO)
Vacancy no.: DC/MANILA/GS/2021-06
Application deadline (midnight Manila time): 06 June 2021
Job ID: 6085
Department: RO-Asia and the Pacific
Organization Unit: CO-Manila
Location: Manila, Phillipines
Contract type: Fixed Term
Contract duration: 12 months
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extension of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*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 511,035 (Philippine Peso) yearly.
Brief information on the Country Office and supporting Units/Departments:
International Labour Organization (ILO) is the specialized UN agency for the world of work. It sets international labour standards, promotes rights at work and encourages decent employment opportunities, the enhancement of social protection and the strengthening of dialogue on work-related issues. ILO is the only tripartite UN agency bringing together governments employers’ and workers’ representatives.
The ILO holds the Country Office in the Philippines since 1970. Its office premise is located in the centre of Makati business district of Metro Manila. Under the COVID-19 pandemic, the Country Office remains operational with the work from home arrangement. It continues developing and implementing a wide range of projects and researches to address the challenges in the world of work to build back better from the COVID-19 crisis with a human-centred, inclusive and sustainable approach.
The Country Office is supported by a pool of technical specialists mostly pooled in the Decent Work Technical Support Team for East and South-East Asia and the Pacific (DWT-Bangkok) housed in the ILO Regional Office for Asia and the Pacific in Bangkok (ROAP), except for the Enterprise Development Specialist resident in the Philippines. For the purpose of this project, two technical groups of the ILO headquarters will provide technical support: the Enterprises Department (ENTERPRISES) with expertise on small and medium enterprises, formalization of informal businesses, social finance and responsible supply chains, and; the Labour Administration Labour Inspection and Occupational Safety and Health Branch (LABADMIN/OSH) of the Governance and Tripartism Department (GOVERNANCE) with particular focus on occupational safety and health (OSH).
Brief description of the Project – “Bringing Back Jobs Safely under the COVID-19 Crisis in the Philippines: Rebooting Small and Informal Businesses Safely and Digitally”
The COVID-19 crisis has brought unparalleled impacts on the people of the Philippines, particularly those in the micro, small and medium-sized enterprises (MSMEs) as the backbone of the economy and employment. The pandemic not only reduced existing jobs and income of them, but prompted many to resort to alternative livelihood, often as informal activities, to survive the prolonged community quarantine measures with various restrictions imposed on businesses. The challenge for the MSMEs continue even after a year since the initial lock down in March 2020. As of late March 2021, Metro Manila and its neighbouring provinces entered into the Enhanced Community Quarantine (ECQ) in the face of the second wave of the epidemic surpassing the peak of the first wave of mid-2020. The vaccine programme has started rolling out, but it is expected that it would take at least by the year end till the vaccinated population reaches the level of herd immunity. Besides that, the new strains of virus are spreading, which further complicates the containment scenario. All these contribute to the continuing uncertainty for the businesses, particularly for the small and informal ones with limited resources to cope with the external shock.
While tremendous efforts have been made to address the extreme vulnerability of MSMEs and informal businesses under the pandemic, there are two areas which would merit further support in the world of work at this stage – first, the occupational safety and health (OSH) including the prevention and mitigation of the COVID-19 risks (COVID OSH) and; second, the digitalization of business operations for those currently left behind the big wave of the digitalization of the economy prompted by the pandemic. The COVID-19 risks for MSMEs and the capacity gaps among them are deemed larger outside of Metro Manila, and more prominent among the smaller and informal ones.
With this understanding, the proposed project aims at contributing to improving the safety and health of workers in MSMES in the non-metropolitan regions of the Philippines and mitigating the negative socioeconomic impact of the COVID-19 crisis. To achieve its goals, the project will work with the national network of training service providers to deliver the training on i) COVID OSH and ii) digitalization of business operations (e.g., digital entrepreneurship, e-commerce strategies and digital financial literacy). The ILO’s training programmes in respective areas will be translated into the specific local and sector context, and transmitted through training-of-trainers (ToT) seminars, mostly online. To win the mind of the numerous MSMEs not directly benefiting from the training, the successful experiences will be compiled into case studies and disseminated in ways attractive to the MSMEs, especially for those outside the National Capital Region.
To bridge the digital divide outside Metro Manila, the project will also support the pilot implementation of the three Innovation Hubs. Through these Hubs and the affiliated satellites such as the local internet cafes, the project will provide the internet connectivity, co-working spaces, back-office services and linkage to the support programmes for the MSMEs.
To support agile learning to respond to the rapidly changing situation of the pandemic and to make the interventions sustained beyond the life of the project, an interdisciplinary knowledge management system will be established in coordination with the authorities and experts in the public health. For the ownership and sustainability of the project, the institutional capacity of key partner organizations will be strengthened.
The OSH component of this project will be implemented in the framework of the Safety + Health for All Flagship Programme of the ILO.
Within the policy and procedural requirements established by the ILO and the Project (Bringing Back Jobs Safely under the COVID-19 Crisis in the Philippines), the Finance and Administrative Assistant will be responsible for the financial and administrative aspect of the project. The incumbent will promote ILO policies in the project related technical areas and other fundamental rights at work.
Reporting lines: The incumbent will report to the Chief Technical Advisor (CTA) of the project and will work closely with the CO-Manila Operations Unit as well as receive technical guidance from the concerned ILO technical departments.
Duties and responsibilities:
- Maintain project financial records and monitoring system 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 document are attached.
- Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with ILO staff, consultants and counterparts. Draw the attention of the CTA to matters requiring immediate attention.
- Review and request additional information on the financial reports of 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 the CO-Manila Operations Unit and project team on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
- Provide administrative and financial backstopping and guidance for project staff 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 projects as required.
- 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.
- 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, workshops and meetings.
- Undertake other duties as required.
Completion of secondary school education with training in accounting and/or finance and administrative field.
At least three to four years of progressively responsible financial and administrative work, and some training in administrative field. Familiarity with UN administrative and financial procedures constitutes and advantage.
Excellent command of English, ability to draft report in English. Good knowledge of the local language.
- Knowledge and understanding of a 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 judgments.
- 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 in basic computer software (MS Word, PowerPoint, Excel, Adobe Reader).
- Ability to evaluate correspondence and inquiries for best course of action.
- Ability to respond to work related inquiries in an appropriate manner.
- Ability to obtain services from other work units inside or outside the office for completion of tasks.
- Ability to communicate effectively both orally and in writing.
- Ability to work on own initiatives as well as a member of a team.
- Organizational skills.
- Ability to clarify information.
- Ability to deal with people with tact and diplomacy.
- Ability to work in multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. 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.