Programme Finance and Administrative Assistant

Organizational Context

The ILO is launching a project entitled Improving and Resilience in the Fisheries and Aquaculture Supply Chains in Region XII of the Philippines, funded by the Australian Department of Foreign Affairs and Trade (DFAT) under the IPEF Trade and Economic Cooperation (IFTAEC) programme. The fisheries and aquaculture sector is a major source of employment and economic activity in the region but continues to face significant challenges, including informality, occupational safety and health risks, limited access to social protection and labour market services, weak representation of workers, gender inequalities and increasing vulnerability to climate-related shocks. At the same time, enterprises face growing expectations from international buyers and markets to demonstrate responsible business conduct, respect for labour rights and effective management of environmental and social risks. These challenges have been exacerbated in the wake of the June 2026 earthquake, which disrupted transport networks, infrastructure and the economic activities, highlighting the need for stronger preparedness, business continuity and recovery mechanisms for workers and employers in the supply chains. Through collaboration with government agencies, employers' and workers' organizations and other key stakeholders in Region XII, the project will promote, the recovery and building back of resilient and rights-based supply chains in line with international labour standards and the objectives of the IPEF Supply Chain Agreement. Reporting lines: The Programme and Administrative Assistant will report directly to the Project Officer, both under the supervision of the National Project Coordinator from Responsible, Inclusive and Sustainable Supply Chains and will receive guidance from the Director of ILO Country Office for the Philippines (CO-Manila). The Programme and Administrative Assistant will also receive support from the Regional Coordinator for Supply Chains and who will all report to the Director of ILO CO-Manila and he/she will and will work in close collaboration with other project team members from the project in ILO CO-Manila as well as in other ILO offices as necessary.

Job Purpose

The ILO is launching a project entitled Improving and Resilience in the Fisheries and Aquaculture Supply Chains in Region XII of the Philippines, funded by the Australian Department of Foreign Affairs and Trade (DFAT) under the IPEF Trade and Economic Cooperation (IFTAEC) programme. The fisheries and aquaculture sector is a major source of employment and economic activity in the region but continues to face significant challenges, including informality, occupational safety and health risks, limited access to social protection and labour market services, weak representation of workers, gender inequalities and increasing vulnerability to climate-related shocks. At the same time, enterprises face growing expectations from international buyers and markets to demonstrate responsible business conduct, respect for labour rights and effective management of environmental and social risks. These challenges have been exacerbated in the wake of the June 2026 earthquake, which disrupted transport networks, infrastructure and the economic activities, highlighting the need for stronger preparedness, business continuity and recovery mechanisms for workers and employers in the supply chains. Through collaboration with government agencies, employers' and workers' organizations and other key stakeholders in Region XII, the project will promote, the recovery and building back of resilient and rights-based supply chains in line with international labour standards and the objectives of the IPEF Supply Chain Agreement. Reporting lines: The Programme and Administrative Assistant will report directly to the Project Officer, both under the supervision of the National Project Coordinator from Responsible, Inclusive and Sustainable Supply Chains and will receive guidance from the Director of ILO Country Office for the Philippines (CO-Manila). The Programme and Administrative Assistant will also receive support from the Regional Coordinator for Supply Chains and who will all report to the Director of ILO CO-Manila and he/she will and will work in close collaboration with other project team members from the project in ILO CO-Manila as well as in other ILO offices as necessary. 1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments. 3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention. 4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit. 5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices. 6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance. 7. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices. 8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. 9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required. 10. Perform other relevant duties as assigned by the Project Officer, National Project Coordinator, Regional Coordinator and/or the Director of CO-Manila.

Responsibilities

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments. 3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention. 4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit. 5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices. 6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance. 7. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices. 8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons. 9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required. 10. Perform other relevant duties as assigned by the Project Officer, National Project Coordinator, Regional Coordinator and/or the Director of CO-Manila.

Work Experience

At least five years of progressively responsible technical, financial and administrative work, and some training in administrative field. Familiarity with UN/ILO administrative and financial procedures constitutes as advantage.

Skills

- 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 judgements. - Ability to maintain financial records and prepare accounting reports and statements. - Demonstrate responsible behaviour and ability to pay attention to detail. - Ability to deal with confidential matters with discretion. - Display high standards of ethical conduct. - Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS). - 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 initiative as well as a member of a team. - Organizational skills. - Ability to deal with people with tact and diplomacy. - Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

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