The International Labour Organization (ILO) is seeking qualified candidates for the position of Administrative Assistant (G4) at its Tokyo office. This fixed-term appointment offers an exciting opportunity to contribute to impactful projects aimed at fostering responsible business conduct and sustainable enterprise development across Asia. The vacancy, published on May 15, 2025, is open until May 24, 2025, and is part of the ILO’s ongoing efforts to promote decent work and social justice in the region.
About the Position
Located in Tokyo, Japan, this Administrative Assistant role is integral to the successful implementation of the project titled Fostering an Enabling Environment for MSMEs to Promote Responsible Value Chains (FEE-RVC). Funded by Japan’s Ministry of Economy, Trade and Industry (METI), this innovative initiative aims to improve working conditions and worker well-being by supporting sustainable business practices within micro, small, and medium-sized enterprises (MSMEs). The project emphasizes industry development, capacity building, policy dialogue, and international knowledge sharing.
The contract duration is initially set for 12 months, with the possibility of extension until January 2027, depending on project needs and funding. The position is open to both internal ILO candidates and external applicants meeting the eligibility criteria, including those with valid residency and work permits in Japan.
Role and Responsibilities
The Administrative Assistant will report directly to the Project Coordinator and work closely with the Director of ILO Tokyo and other project partners. The role encompasses a broad range of administrative, financial, and logistical duties, including:
- Providing essential financial and administrative support to project activities and partners.
- Preparing reports, briefs, and statistical data to track project progress.
- Drafting correspondence, meeting minutes, memoranda, and financial reports.
- Managing logistical arrangements for meetings, seminars, workshops, and conferences—such as travel bookings, visas, and accommodation.
- Assisting in budget planning, monitoring expenses, and preparing financial reports in compliance with ILO policies.
- Maintaining accurate records of financial transactions and project documentation.
- Liaising with finance and administrative teams both locally and internationally to ensure smooth operations.
- Offering interpretation, translation, and proofreading support as needed.
- Supporting the planning and implementation of project activities in line with strategic objectives and administrative procedures.
Qualifications and Skills
Candidates should possess:
- Completion of secondary education; a university degree in a relevant field is considered an asset.
- At least four years of progressively responsible administrative experience.
- Proven experience supporting technical cooperation projects or working with government bodies and development partners.
- Excellent command of English and Japanese, both written and spoken.
- Strong knowledge of programme and budget management, administrative policies, and procedures.
- Proficiency in MS Word, Excel, PowerPoint, and other relevant software; familiarity with IRIS (ILO’s financial system) is a plus.
- Good organizational skills, attention to detail, and the ability to work independently and collaboratively.
- Excellent communication skills, with the ability to foster positive working relationships in a multicultural environment.
- Ability to work under pressure and meet deadlines responsibly.
- Demonstration of gender-sensitive and non-discriminatory attitudes.
Application Process
Interested candidates are encouraged to apply via the ILO Jobs website by completing the online application form before the deadline on May 24, 2025, midnight Tokyo time. The ILO values diversity and encourages applications from women and persons with disabilities. If applicants face difficulties due to a disability in completing the online form, they may contact [email protected] for assistance.
Additional Information
This is a fixed-term appointment, and the position does not necessarily lead to a career in the ILO beyond the contract period. Extensions are contingent upon funding, performance, and ongoing project needs. External candidates are typically appointed at the first step of the grade.
Join the ILO in advancing decent work and promoting sustainable enterprise practices in Asia. This role offers a meaningful chance to contribute to regional development efforts and to work within a dynamic, multicultural team dedicated to social justice and economic empowerment.
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