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Administrative Assistant - G4 (BW-HN)

Hanoi (Vietnam)

  • Organization: ILO - International Labour Organization
  • Location: Hanoi (Vietnam)
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2020-08-15

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Grade: G4  

Publication date: 02 January 2020
Application deadline (midnight local time): 10 February 2020

Vacancy no.: DC/HANOI/GS/2020/01


Job ID: 2349 
Department: RO-Asia and the Pacific 
Organization Unit: CO-Hanoi 
Location: Hanoi   
Contract type: Fixed Term 


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.


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. 



Better Work is a partnership program between the International Labour Organization (ILO) and the International Finance Corporation (IFC), aimed at improving labour standards and competitiveness in the global garment industry. Better Work involves the development of both global tools and country level projects, and works to build sustainable and scalable solutions which strengthen cooperation between government, employer and worker organizations, and international buyers.


 Better Work supports enterprises in implementing the ILO’s core international labour standards and the national labour law. This helps enterprises compete in global markets where buyers increasingly demand compliance with labour standards from their suppliers. Improved labour standards not only help workers through fairer conditions and greater respect for their rights, but they also help enterprises boost quality, productivity and competitiveness.


 Better Work Vietnam launched in 2009 and is now entering its 3rd phase.


 The project has three components:

1) Enterprise assessments

2) Enterprise advisory and training services designed to support practical improvements; and

3) Stakeholder engagement and sustainability.

 For more information about the project see


Reporting lines


The incumbent works under the direct supervision of the Better Work Vietnam Finance and Administrative Manager who reports on all administrative and finance matters to the Program Manager. He/she will work in close collaboration with other project team members and other related programmes/projects of the ILO Country Office as required.

Main duties and responsibilities


1. Provide logistic and administrative/financial support for meetings, seminars and/or workshops organized under the program at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.

2. Assist in reviewing and tracking operational expenditures/other office expenditures and process claims for payments. Calculate costs and estimate anticipated expenditures.

3. Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.

4. Liaise/Request services from other work units inside or outside the office for completion of tasks.

5. Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, transportation and other required clearances.

6. Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.

7. Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.

optional section (if needed)

8. Arrange payment of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence and ensure follow-up. May make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required.

9. Draft correspondence on routine matters.

10. Perform other duties as assigned by the supervisor.



Completion of secondary school education.



Three to four years’ general clerical experience. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).



Excellent command of English and Vietnamese.



  • Ability to organize own work.
  • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
  • Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
  • Ability to obtain services from other work units inside or outside the office for completion of tasks
  • Ability to work as a member of a team and manage a heavy workload under time pressure.
  • Knowledge of practices and procedures for preparing administrative documents and maintaining file system;
  • Ability to compose correspondence and correct documents in accordance with established standards;
  • Accuracy and ability to pay attention to details;
  • Excellent oral and written communication skills;
  • Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
  • Ability to work in a multicultural environment and to demonstrate gender sensitive and non-discriminatory behaviour and attitudes.
  • Understanding of principles of non-discrimination and gender equality.

Application instructions

All candidates must submit application documents in English,including (a) a competency statement (max. 2 pages) highlighting their skills against each of the listed competencies, (b) a curriculum vitae. Only short-listed candidates will be contacted for interview. 


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.


Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.


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 - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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