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Administrative Assistant


Grade: G5 

Vacancy no.: DC/NEWDELHI/GS/2023/01
Publication date: 17 MAY 2023
Application deadline (MID NIGHT, IST): 31 MAY 2023


Job ID: 10812 
Department: RO-Asia and the Pacific 
Organization Unit: DWT/CO-New Delhi 
Location: New Delhi   
Contract type: Fixed Term 

Contract duration: 12 months 


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 935497.00/- yearly, less deductions for pension and medical.


The ILO is committed to promoting policies on wages and incomes that ensure a just share of the fruits of progress to all employed and in need of such protection. It is strongly felt that there is need to ensure adequate wages and remuneration, particularly for the large number of low-paid workers across the globe including India. To address this challenge and to ensure adequate standards of living, and to limit wage inequality and increase the income share of the poorest, ILO is committed to support the constituents in promoting Statutory or negotiated minimum wages.

In order to do so, ILO is implementing a Global Project, Setting Adequate Wages (SAW), supported by Government of Netherland, in pilot countries: Côte d’Ivoire, Costa Rica, India, and Vietnam. The project in India aims   to enable decent living standards and household incomes for workers and their families, while at the same time ensuring the sustainability of enterprises which create the jobs for these workers. It supports ILO constituents in making a stronger use of reliable data and indicators on the key factors in existing wage determination processes and mechanisms, and seeks to disseminate good practices and lessons learned globally. It will be implemented in select states of the country alongwith technical support at the national level.

The Asia Regional Child labour (ARC), funded by the Foreign Commonwealth and Development Office (FCDO) of the UK Government, aims to reduce vulnerability to child labour and enhance protection of children from exploitation in Bangladesh, India, Myanmar, Nepal and Pakistan.  Its three target outcomes are: (1) building a knowledge base on the causes and drivers of child labour and ways to address them, (2) aligning legislations and policies with international conventions on child labour and (3) developing and applying a holistic approach to eradicating child labour, especially its worst forms. 

The Project builds capacities of governments, employers’ groups, trade unions, civil society organizations, community associations and other stakeholders to address child labour in the target countries in line with the Sustainable Development Goals Target 8.7 on the elimination of all forms of child labour by 2025.  It also develops models and solutions for use of these stakeholders in their respective fields. The Project collaborates with regional formations such as the South Asia Initiative to End Violence Against Children (SAIEVAC) and the South Asia Coordinating Group on Action against Violence against Children (SACG) for regional initiatives on child labour elimination. 

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(s) in ILO India. She/He will also work under the overall guidance of the Chief Technical Advisor (CTA) of the project(s).

Description of Duties

1.    Serve as a focal point for coordination of project implementation administrative-support activities, involving liaison with various organizational units in the office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2.    Provide general office assistance, handle administrative tasks, and advise staff concerning administrative procedures and processes, including project-related missions and activities, budget preparation, travel coordination and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars. Clear outgoing documents for conformity with established procedures and accuracy of statements. 
3.    Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office. Update information on web sites.
4.    Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) if and when needed. Maintain their up-to-date directories. 
5.    Organise, coordinate and provide logistical support to meetings, workshops, seminars and other events conducted by the project, draft minutes of meetings, contribute to drafting project reports and communication pieces. Assist in translation.
6.    Assist in the review of financial reports of project implementing partners, ensuring compliance with ILO rules and conformity with the budget and financial requirements of the project, before submitting to the Finance Unit. 
7.    Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. 
8.    Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions. 
9.    Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area, if and when needed.
10.    Perform other duties as assigned by the supervisor and ADFIN team.

Required qualifications

•    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.
•    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
•    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.
•    Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs. 
•    Accuracy and ability to pay attention to details.
•    Ability to search and retrieve information from databases and compile reports. 
•    Ability to adapt quickly to new software and systems. 
•    Excellent oral and written communication skills.
•    Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
•    Ability to deal with confidential matters with discretion.
•    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes. 
•    Interpersonal skills, tact and diplomacy when dealing with others.



Completion of secondary school education. 


At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Experience in handling matters of financial importance is desirable. 


Excellent knowledge of the English and Hindi.


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.

Quality Orientation, Communication, Collaboration, Integrity and Transparency, Client Orientation, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance,

  • 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.
  • Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system;
  • Ability to determine relevant background and reference materials for others, and to screen requires for urgency and priority
  • Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
  • Accuracy and ability to pay attention to details
  • Ability to search and retrieve information from databases and compile reports;
  • Excellent oral and written communication skills;
  • Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
  • Ability to deal with confidential matters with discretion


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.