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 Office
Organization Unit: ILO Tokyo
Location: Tokyo, Japan
Contract Type: Fixed Term
Contract Duration: 12 months, with the possibility of extension until January 2027
Introduction and Recruitment Context
Under Article 4.2, paragraph (e) of the Staff Regulations, vacancies in technical cooperation projects are filled through direct selection by the Director-General and do not fall under the scope of Annex I of the Staff Regulations. To support a transparent and well-informed selection process, the ILO invites qualified candidates to submit their applications online by the specified deadline.
In accordance with the ILO’s policies, applications are open to:
- ILO internal candidates in line with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates, subject to local recruitment criteria and eligibility to work in Japan, including possession of a valid residency status and work permit.
The ILO highly values diversity and encourages applications from women, persons with disabilities, and candidates from different backgrounds.
Note that technical cooperation appointments, such as this one, typically do not lead to permanent employment or career pathways within the ILO, and there is no guarantee of renewal or conversion to other types of employment. The initial appointment is for one year, with possible extension based on availability of funds, ongoing project needs, and satisfactory performance.
Project Background
The selected candidate will support the Fostering an Enabling Environment for MSMEs to Promote Responsible Value Chains (FEE-RVC) project — a new, innovative initiative funded by Japan’s Ministry of Economy, Trade and Industry (METI). The project aims to:
- Enhance the capacity of local governments and financial institutions to foster responsible business conduct (RBC) among MSMEs within industry development frameworks.
- Build the capacity of employers and workers to promote sustainable enterprise practices across Asia’s value chains.
- Strengthen government preparedness for international policy dialogue on RBC for MSMEs.
- Share best practices and key project outcomes at international forums.
The project aims to improve working conditions and workers’ well-being by fostering an environment where sustainable and responsible enterprise practices can thrive.
Reporting Lines
The Administrative Assistant will be based in Tokyo, Japan, and report directly to the Project Coordinator and the Director of the ILO Tokyo Office. The role involves coordination with the ILO Regional Office for Asia and the Pacific (ROAP) as needed, supporting the implementation and management of project activities.
Key Duties and Responsibilities
Financial and Administrative Support:
- Assist the Project Officer and partners with financial management tasks, including monitoring budgets, preparing briefs, and compiling reports and statistical data related to project activities.
- Support the preparation of technical and progress reports for donors and internal use.
Correspondence and Documentation:
- Draft, proofread, and format official correspondence, meeting minutes, memoranda, and reports on financial and administrative matters in accordance with established procedures.
- Maintain organized filing systems for documents, records, and correspondence, both electronic and physical.
Logistical Coordination:
- Provide logistical support for project activities such as conferences, seminars, workshops, and meetings, including arranging venues, equipment, and materials.
- Manage travel arrangements, visas, hotel bookings, and transportation for project staff and partners.
Financial Planning and Monitoring:
- Assist the Project Coordinator with budget planning, expenditure tracking, and financial reporting.
- Analyze and monitor resource utilization, prepare budget revisions, and ensure compliance with ILO financial rules and regulations.
Financial Transactions and Reporting:
- Maintain the project’s financial transaction records, ensure timely processing, and support the preparation of financial reports.
- Liaise with HQ finance and administrative teams regarding transactions, payments, and reporting requirements.
Communication and Language Support:
- Provide interpretation, translation, and proofreading of documents and communications as needed, ensuring clarity and accuracy.
Other Administrative Tasks:
- Support the preparation of project proposals, work plans, and progress updates.
- Perform other duties assigned by the Project Coordinator, including supporting the implementation of project activities in accordance with project strategy, work plans, and organizational policies.
Required Qualifications and Competencies
Education
- Completion of secondary education.
- A university degree in a relevant field (e.g., administration, management, international relations) is an asset.
Experience
- Minimum of four years of progressively responsible experience in administrative support or related roles.
- Proven experience supporting technical cooperation projects or working with government agencies and development partners is desirable.
- Prior experience within UN agencies or similar international organizations is an asset.
Languages
- Excellent command of English and Japanese—both written and spoken.
Technical Skills and Competencies
- Knowledge of programme and budget processes, administrative policies, and procedures.
- Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with web-based platforms, such as IRIS or similar financial and project management systems, is a plus.
- Ability to prepare reports, correspondence, and documentation accurately and efficiently.
- Strong organizational skills, with the ability to prioritize tasks and meet deadlines under pressure.
- Good interpersonal and communication skills, with the ability to collaborate effectively in multicultural environments.
- Demonstrates responsible behavior, attention to detail, and confidentiality.
Recruitment Process
Candidates interested in this position must complete an online application via the ILO Jobs portal. Instructions for application procedures are provided on the system.
Selection may include written assessments, competency-based interviews, and verification of qualifications and experience. Shortlisted candidates should be available for interviews during the period following the application deadline.
APPLY HERE
Stay Connected with Us!
Click the Following links to join: WhatsApp Group/ Telegram Channel/ Facebook Page
Also Read
