Administrative Assistant

Grade: G5

Vacancy no.: DC/NEWDELHI/G5/2024/05
Publication date: 20 May 2024

Application deadline (midnight IST): 03 June 2024

Job ID: 11965
Department: RO-Asia and the Pacific
Organization Unit: DWT/CO-New Delhi
Location: New Delhi
Contract type: Short Term

Contract duration:

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. The ILO may only offer a contract to persons who have a valid residency status and work permit in India.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to

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. The entry level salary for this position is INR /- yearly, less deductions for pension and medical.

Since its outbreak in 2020, Covid-19 has negatively impacted the national economies, employment, and societies across South Asia. Especially the crisis unveiled the weaknesses of the current labour market structure in South Asian countries, where the informal economy is prevalent in all sectors, and most workers and economic units were little or inadequately protected and put in vulnerable situations.

Recognizing the unprecedented challenges, ILO launched "Building Resilience for the Future of Work and the Post COVID-19" in 2021 with the funding support of the Government of Japan, which extended necessary support and protection for the informal workers and economic units in vulnerable situations, especially focusing on women, and promoted their formalization by collaborating with social partners across South Asia. While the project implemented various actions resulting in achieving the intended outcomes, it has also identified a need for continuous support for the informal workers and economic units. Moreover, the need for further enhancement of the capacity of the social partners and coordination mechanisms among the constituents in addressing decent work deficits and gender inequalities in the informal economy and promoting formalization were also recognized. In response, the Government of Japan expressed its plan to continue providing financial support and establish Phase II of the project for sustaining ongoing works in India, Nepal, and Pakistan, which have been identified as higher-priority countries requiring continuing support.

PRS Phase II project will engage to strengthen the capacity of the social partners in implementing measures to address decent work deficits and gender inequalities in the informal economy and promote formalization and gender-responsive COVID-19 recovery. It will also work to enhance the partnership and coordination mechanisms among the constituents for identifying key policy recommendations and action plans and gain more interest and support from the general public and wider stakeholders on the need to support the vulnerability of informal workers and economic units. Through such initiatives, the project aims to contribute to the reduction of decent work deficits and gender inequalities in the world of work, particularly in the informal economy in Nepal, India, and Pakistan.

In the given context, the ILO Delhi office is implementing the project in India to support workers and economic units severely affected by the COVID-19 pandemic by promoting the transition from the informal to the formal economy. ILO Delhi is seeking an Administrative Assistant to coordinate and support the implementation of the project.

Reporting lines:

The Administrative Assistant will perform her/his duties in close collaboration with the Finance, Administration & Personnel team (ADFIN) and the direct supervision of the National Project Coordinator in ILO India. She/He will also work under the overall guidance of the Chief Technical Advisor (CTA) of the project based in ILO Nepal.

In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties:

1. Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the work unit by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.

2. Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations.

3. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.

4. Initiate, process and follow up on HR and finance administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Perform other HR and finance support functions as required. Process arrangements for the arrival and/or departure of staff, including travel, security clearances, visas, transportation of personal affects and other benefits and entitlements and follow up with concerned authorities as appropriate.

5. Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.

6. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.

7. Ensure the work unit's filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate and present information/data on specific topics.

8. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Provide guidance to more junior staff, as required on applicable standards and work procedures.

9. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.

10. Perform other relevant duties as assigned.

Completion of secondary education.

Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system.

Excellent command of an official language English. Working knowledge of another official language of the Organization or an official national language of the duty station.

Knowledge of general office support and operational areas. Awareness of the nature of ILO programme and activities.

Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Efficiency in providing administrative support for the organization of meetings and other events. Ability to search, retrieve and compile information from various sources.

Ability to adapt quickly to new software and systems. Drafting skills.

Analytical skills and attention to detail.

A high degree of discretion with sense of responsibility in dealing with confidential matters. Interpersonal skills, tact and diplomacy when dealing with others.

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.

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.

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.