Administrative Assistant

Introduction

• With the support of the Government of Japan, the project “Resilient, inclusive and sustainable supply chains” has been launched to promote decent work in global supply chains of key importance to Japan.
• Amid recent disruptions to global supply chains and a fast-evolving legislative landscape for responsible business, the RISSC project will engage with ILO constituents and key stakeholders in key sectors to promote decent work as a way to deliver more resilient, inclusive and sustainable supply chains, and with it, promote inclusive economic development and a human-centred future of work.
• The Finance and Administrative Assistant will provide critical administrative and financial support to project implementation in Japan, delivering in an efficient, effective and client-oriented manner. The position is expected to perform at a fully operational level, requiring the correct application of relevant ILO rules, regulations, policies, procedures and guidelines.

Reporting lines

• The official will report to the Director of the ILO-Tokyo. Day to day reporting will be to the National Project Coordinator and the RISSC Project Manager in Bangkok, in conjunction with the Programme Officer in ILO-Tokyo.

Description of Duties

The Finance and Administrative Assistant will be responsible for a range of specialized finance and administrative support services in an efficient, effective and client-oriented manner. Work involves using the enterprise resource planning (ERP) system to process transactions for financial clearance and payment processing. The incumbent performs at a fully operational level and resolves a variety of recurring and non- recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines.

1. Provide administrative and financial support for activities under the RISSC project in Japan. This includes logistical support to project personnel and activities, making travel arrangements (including visas, hotel reservations, etc), and providing logistics arrangements for project events and meetings.
2. Process contracts for financial clearance and payment, ensuring correct use of contracts (aligned with the type of activity) and all necessary supporting documents are attached.
3. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices.
4. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data. Maintain an overview of the financial situation of the project, and prepare and modify budget calculations as required.
5. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
6. Calculate and compile cost estimates and participate in budget analysis and projections as required by the project manager.
7. Draft correspondence, memoranda and reports on finance and administrative matters as requested; address and answer incoming queries to the project and follow-up as necessary.
8. Maintain updated databases and records of project status and delivery in Japan, and bring inconsistencies and shortfalls to management attention. Provide related data and information for project briefs and reports (including donor reports).
9. Update information on project web pages and social media channels as required.
10. Keep up to date on ILO on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
11. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
12. Provide informal interpretation and translation support to the project.
13. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three to four years of relevant work experience.

Languages

Excellent knowledge of Japanese and a good knowledge of English (writing, speaking, listening).

Competencies

• 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 multitask.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• 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.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to communicate effectively with and respond to requests from ILO constituents and other key project stakeholders.
• Accuracy and ability to pay attention to detail.
• Ability to search and retrieve information from databases and compile reports.
• Excellent oral and written communication skills (English and Japanese).
• Customer service experience in order to provide courteous, prompt and efficient responses to clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.