Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce dedicated to improving labor standards and working conditions globally. The ILO values diversity and inclusivity, welcoming applications from qualified candidates regardless of gender, disability, or other factors.

Job Overview:
The Administrative Assistant position is integral to the successful implementation of the Fostering an Enabling Environment for MSMEs to Promote Responsible Value Chains (FEE-RVC) project, which is funded by the Japanese Ministry of Economy, Trade and Industry (METI). This role involves providing comprehensive financial and administrative support to the Project Technical Officer and other partners, ensuring that project activities are executed efficiently and effectively. The Administrative Assistant will be responsible for preparing reports, managing logistical arrangements, and maintaining financial records, all while adhering to ILO's policies and procedures. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders, including government bodies and development partners. The successful candidate will play a key role in fostering an environment conducive to sustainable enterprises and decent work in Japan and partner countries.

Duties and Responsibilities:

• Provide financial and administrative support to project activities, including preparing briefs, reports, and statistical data on project status.
• Draft correspondence, meeting minutes, and reports on financial and administrative matters.
• Manage all administrative tasks, including travel arrangements, logistical support for conferences, and hotel reservations.
• Assist in programming and budget preparation by analyzing resource allocation against planned activities.
• Maintain an overview of the project's financial situation, ensuring timely administrative support.
• Assist in maintaining financial transaction and reporting systems in accordance with ILO regulations.
• Liaise with finance and administrative personnel in headquarters and project countries regarding administrative and financial matters.
• Provide interpretation, translation, and proofreading services as needed.
• Perform additional duties as assigned by the Project Coordinator, ensuring project activities align with ILO policies and guidelines.

Required Qualifications:
Candidates must have completed secondary education, with a university degree in a relevant field considered an asset. A minimum of four years of progressively responsible administrative work experience is required, along with training in an administrative field. Proven experience in supporting technical cooperation projects and collaborating with government bodies and social partners is highly desirable. Previous experience in a similar role within the UN system is also an asset.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. A university degree in a relevant field, such as business administration, public administration, or a related discipline, is advantageous and may enhance a candidate's competitiveness for the role.

Experience:
The position requires a minimum of four years of progressively responsible administrative work experience. Candidates should have experience in supporting the implementation of technical cooperation projects and working effectively with government bodies and other stakeholders involved in policy-making. Experience in the UN system or similar organizations is a plus, as it demonstrates familiarity with international standards and practices.

Languages:
Candidates must possess an excellent command of both English and Japanese, as these languages are essential for effective communication within the project and with stakeholders. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to engage with a diverse range of partners.

Additional Notes:
This position is a fixed-term contract for 12 months, with the possibility of extension until January 2027, depending on the availability of funds and the continuing need for the role. The recruitment process is subject to specific local criteria, and external candidates must have valid residency status and a work permit in Japan. The ILO emphasizes diversity and encourages applications from qualified female candidates and individuals with disabilities. The role is full-time, and candidates are expected to adhere to the ILO's values and standards throughout the recruitment process.