Administrative Assistant

Introduction

Supply chains, including domestic, regional and global supply chains, are a key feature of today’s globalised economy, with about half of world trade being related to them and with 80% of global GDP consisting of domestic supply chains. Integration into global supply chains provides significant opportunities for developing countries to attract investment, increase value added, diversify exports, become more competitive, and access and upgrade new technologies, which in turn helps to increase incomes, create jobs and alleviate poverty.

The Skills Development and Responsible Business Conduct for Transition Project 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. Furthermore, METI expects to develop a policy environment throughout supply chains for more investment on skills development to improve and expand the access to technical/vocational skills (re-skilling and upskilling) through this project.

This project will target the machinery industry, particularly Electrical & Electronics (E&E) and automotive sectors in Indonesia and Thailand, and will comprise three closely interrelated modules:

1.    Provide skills development to enhance workers’ responsiveness and productivity for structural transformation to a sustainable economy, including respect for human rights, which is consistent with the country’s development

2.    Promote responsible business conduct (RBC), including corporate activities in harmony with the country’s development priorities, and respect for the principles of international labour standards

3.    Promote an environment to contribute towards a transition to resilient value chains from the perspectives of trade and investment

Within the policy and procedural requirements established by the ILO and the Skills Development and Responsible Business Conduct for Transition Project, the Administrative Assistant will be responsible for providing financial and administrative support to the Project Coordinator. The incumbent will promote ILO policies in the project-related technical areas and work in an efficient, effective and client-oriented manner to support the effective implementation of the project. The incumbent performs at a fully operational level, requiring correct application of related, rules, regulations, policies, procedures and guidelines.

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), ILO Country Offices for Indonesia and Thailand. The Administrative Assistant will be based in Tokyo, Japan.  The Administrative Assistant will report to and work under the supervision of the Project Technical Officer 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 Technical Officer 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 Technical Officer 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 Programme Manager 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 Technical Officer. 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 good working knowledge of Japanese.

Competencies

•    Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
•    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.
•    Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
•    Ability to prepare preliminary reports and to draft correspondence.
•    Good communication skills. Both orally and in writing and ability to communicate with people to build good working relationships.
•    Ability to organize own work and to work independently as well as work in a team.
•    Ability to work under pressure and to meet the deadline.
•    Must demonstrate responsible behaviour and attention to details.
•    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.