Grade: G4
Vacancy no.: DC/TOKYO/GS/2025/01
Publication date: 15 May 2025
Application deadline (midnight Tokyo time): 24 May 2025
Job ID: 12921
Department: ILO-Tokyo
Organization Unit: ILO-Tokyo
Location: Tokyo
Contract type: Fixed Term
Contract duration: 12months (with a possibility of extension until January 2027)
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. The ILO may only offer a contract to persons who have a valid residency status and work permit in Japan.
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 project - Fostering an Enabling Environment for MSMEs to Promote Responsible Value Chains (FEE-RVC) is a new innovative project funded by The Japanese Ministry of Economy, Trade and Industry (METI). METI aims to achieve improved working conditions and worker well-being by supporting an enabling environment for sustainable enterprises in Japan and in the partner countries, and to support institutional level as well as enterprise level interventions so that business can fulfil its responsibility to respect human rights and labour rights and promote decent work.
The FEE-RVC project aims to 1) support local government institutions and private financial institutions in fostering an enabling environment to promote RBC for MSMEs through industry development, 2) build capacity of employers and workers to advance sustainable enterprises throughout the value chain in Asia, 3) to increase the governmentsโ preparedness for international policy dialogue to promote RBC for MSMEs and 4) disseminate good social practices and key outcomes in international fora.
Reporting lines
The project will be managed by the ILO Office for Japan (ILO Tokyo), in coordination with ILO Regional Office for Asia and the Pacific (ROAP). The Administrative Assistant will be based in Tokyo, Japan. The Administrative Assistant will report to and work under the supervision of the Project Coordinator and the Director of ILO Tokyo.
Description of Duties
1. Provide financial and administrative support to activities undertaken by the Project Technical Officer and other implementing partners, prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.
2. Draft correspondence, meeting minutes, memoranda and reports on financial and administrative matters in accordance with standard office procedures.
3. 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.
4. Assist the Project Coordinator in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
5. Maintain an overview of the financial situation of the project to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-purchasing.
6. Assist the Project Coordinator in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance-related briefing materials for the Project Coordinator for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support for the preparation and submission thereof.
7. Liaise with finance and admin offers/ assistants in HQ and project countries in relation to the admin and finance matter as necessary and as appropriate.
8. Provide interpretation, translation and proofreading.
9. Perform other duties as may be assigned by the Project Coordinator. Effectively plan and implement project activities in conformity with the project strategy, logical framework and plan of work and in accordance with ILO development cooperation and programming policies and guidelines as well as administrative and financial procedures.Required qualifications
Education
Completion of secondary education. University degree in the relevant field as an asset.
Experience
Minimum four years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies and other social partners in charge of policy making and with development partners would be an asset. Previous working experience in the UN with a similar function would be an asset.
Languages
Excellent command of English and Japanese.
Competencies
โข Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
โข Ability to work with MS Word, Excel, PowerPoint, spread sheet, web-browser, as well as other computer software packages required for the work. Familiarity with the IRIS system is a plus.
โข Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
โข Ability to prepare preliminary reports and to draft correspondence.
โข Good communication skills. Both orally and in writing and ability to communicate with people to build good working relationships.
โข Ability to organize own work and to work independently as well as work in a team.
โข Ability to work under pressure and to meet the deadline.
โข Must demonstrate responsible behaviour and attention to details.
โข Ability to work in a multicultural environment and to demonstrate 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.