Programme and Admin Assistant

Vacancy no.: DC/ISLAMABAD/GS/2025/17
Publication date: 08-Sep-2025
Application deadline (midnight local time): 18-Sep-2025

Job ID: 13268
Department: RO-Asia and the Pacific
Organization Unit: CO-Islamabad
Location: Islamabad
Contract type: Short Term

Contract duration:

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:

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

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. Extensions 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.

Introduction

The International Labour Organisation is implementing a range of interventions in Pakistan to advance decent work and promote the application of International Labour Standards (ILS), in alignment with the following four national priorities outlined in the Decent Work Country Programme (DWCP) 2023–2027.

1. Promoting decent work at the core of Pakistan’s economic recovery and response to climate change, natural disasters and crises.
2. Promoting social protection coverage for all
3. Strengthening the application of ILS, Fundamental Principles and Rights at Work (FPRW), and harmonious industrial relations, including through enhanced social dialogue.
4. Promoting workplaces which are safe, healthy, gender-responsive, and free of violence and harassment

A key area of focus for Pakistan is labour migration, with over nine million overseas Pakistanis contributing significantly through remittances and skills transfer. However, challenges such as high recruitment costs, fraudulent practices, limited opportunities for women, and weak institutional frameworks continue to hinder safe and fair migration. Building on previous efforts under projects such as REFRAME and GOALS, the ILO is now implementing the project “Enhancing Partners’ Capacity on Decent Work and International Labour Standards for Labour Migration from Pakistan to Promote Safe and Legal Migration.” This initiative is being carried out in cooperation with the Centers for Migration and Development (ZME–GIZ) and funded by the Federal Ministry for Economic Cooperation and Development (BMZ).

The ILO Country Office for Pakistan, through this project, seeks to strengthen migration governance by aligning Pakistan’s legal and policy frameworks with ILS, particularly ILO Convention No. 181, while promoting ethical recruitment and inclusive migration pathways. It aims to build institutional capacity, expand skills opportunities, and raise awareness among aspirant migrant workers, especially women and marginalized groups, on fair, safe and legal migration channels. Through policy reform, capacity development, awareness-raising, and strengthened tripartite social dialogue, the initiative supports Pakistan’s commitments under the Sustainable Development Goals, the National Emigration and Welfare Policy 2024, and the UN Global Compact for Migration.

The project is expected to contribute to the following outcomes:

• Development of revised legal and policy frameworks to promote fair and ethical recruitment and safe migration standards.
• Improved migration governance through enhanced institutional and stakeholder capacity, increased awareness, and stronger collaboration among government, employers, workers, and civil society.

To ensure effective coordination, technical delivery, and stakeholder engagement, the ILO Country Office for Pakistan will require the services of a dedicated National Project Coordinator to support planning, implementation, reporting, and monitoring of activities.

Reporting Line

The incumbent will work under the overall supervision of the Country Director, report directly to the National Project Coordinator, and maintain close cooperation and coordination with the Programme and Operations teams of the Country Office.

Description of Duties

• Provide specialized programming support for the formulation of the Office’s work programme and the identification of initiatives, ensuring that required information is included in terms of proposed activities. Conduct searches for information on defined subjects related to assigned country programme outcomes. Perform preliminary analysis of information, including the identification of priority issues and potential technical assistance needs, for possible inclusion in country briefs and reports.

• Compile, analyse and disseminate data and other information for programme and budget preparation and for the review of financial and human resource requirements. Coordinate submissions of programme proposals and budget estimates and propose adjustments as required.

• Serve as focal point for programme and/or project administrative matters. Initiate requests, prepare standard terms of reference (TOR) in relation to programme and/or project objectives, obtain necessary clearances, process and follow up on administrative actions and resolve issues related to programme and/or project implementation. Liaise with external partners and attend meetings to provide and gather information.

• Review reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments and authorizations are in conformity with financial rules and regulations. Prepare reports on budget performance comparing approved budgets against actual expenditures and indicating any discrepancies.

• Maintain and update databases.

• Respond to, or redirect to the most appropriate source, complex administrative queries on programme and budget. Draft correspondence and communications related to all aspects of programme and/or project administration.

• Keep abreast of changes to programme-related policies, procedures, guidelines and processes and provide guidance and deliver training to staff with the view to building knowledge. Oversee and guide the work of programming and other support staff as required.

• Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.

• Provide administrative support for the organization of seminars, workshops, meetings and other events. Participate in missions to provide programming and administrative support, as required.

• Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Training in programme and/or project administration

Experience

Minimum of six years of office support work experience, the majority of which in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system, in particular programme monitoring and management modules

Languages

• Excellent command of written and spoken English.
• Fluency in Urdu and/or a regional language for effective communication with national and provincial stakeholders will be considered as an asset.

Competencies

- In-depth knowledge of programme and budget management, with a thorough understanding of ILO administrative and financial policies and procedures.
- Proficiency in word processing, spreadsheets, web browsers, and other software required for financial and administrative tasks.
- Comprehensive knowledge of in-house procedures for preparing documents, administrative forms, and maintaining filing systems.
- Ability to prepare detailed preliminary reports, draft correspondence, and analyze financial data for reporting purposes.
- Strong communication skills, both oral and written, with the ability to engage effectively with diverse stakeholders in a multicultural environment.
- Ability to organize own work, prioritize tasks, and work independently as well as collaboratively in a team setting.
- Capacity to work under pressure, meet tight deadlines, and maintain attention to detail in a fast-paced environment.
- Demonstrated responsible behaviour, problem-solving skills, and a proactive approach to addressing challenges.
- Ability to work in a multicultural environment, demonstrating gender-sensitive and non-discriminatory behaviour and attitudes.

Recruitment process

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.

Fraud warning

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.