Programme Assistant

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.

Duties and Responsibilities:

• 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.
• 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.
• 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.
• 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.
• Provide administrative support for the organization of seminars, workshops, meetings and other events.
• Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.
• Respond to requests for general information on programme and/or project related matters.
• Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.
• Keep abreast of developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.
• Provide general office management support, including attending meetings and drafting correspondence.
• 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.

Source: https://jobs.ilo.org/job/Bangkok-Programme-Assistant,-Regional-Programming-Services-Unit-(RPS)/1150899801/