Programme and Admin Assistant

1.Introduction (general information about the context in which the official will work)


In its conclusions of the 105th Session of the International Labour Conference (2016), the ILO recognized that supply chains contribute to economic growth, job creation, poverty reduction and entrepreneurship.  The promotion of decent work in global supply chains can be an engine of development as it facilitates promotion of sustainable enterprises, technology transfer, examination and adoption of new production practices and transitions into higher value-added activities.  However, decent work in global supply chains is not a given, and research consistently points to deficits in the areas of occupational safety and health, wages, working time, and sub-standard labour rights.

The ILO Tripartite Declaration of Principles concerning Multinational enterprises and Social Policy (ILO MNE Declaration, 2017) and the OECD Guidelines for Multinational Enterprises (2011) provide guidance for action.  The ILO, OECD and the European Commission have established a partnership to promote corporate social responsibility (CSR)/ responsible business conduct (RBC) with regard to environmental, decent work and human rights.  The action in China will focus on the electronics and textiles sectors.

At the same time, the ILO has established a public-private partnership initiative on the promotion of decent work in cotton supply chains in selected countries, including China.  Cotton is one of the world most important agricultural commodities, responsible for income, employment generation and food security of millions of farmers’ families across regions. The sustainability of cotton production involves addressing the employment quality of farmers, workers, their families and communities. While there is a breadth of diversity in forms and scale of cultivation of cotton ranging from plantations to smallholdings, it is recognized that, in order to increase the sustainability of the cotton and garment industries, small producers and workers should be enabled to work themselves out of poverty in decent conditions in line with internationally recognized fundamental principles and rights at work with a view to their ability to pursue a fair share of the wealth which they help to generate.

The work in China will focus on examination of the working conditions in cotton production, particularly the production of organic cotton and the sourcing of organic cotton into China’s supply chains.  The work will mainly involve research in cotton-growing and –processing communities and in the supply chain and thus will actively engage key stakeholders, specifically cotton producing communities, local governments, enterprises, workers’ and employer’s organizations.

The ILO Beijing will be implementing the two projects, EU/OECD/ILO partnership and ILO public private partnership together.


2.Reporting lines

The incumbent works under the daily supervision of the National Project Coordinator and the general supervision of the Director of CO-Beijing and receives technical support from the FUNDAMENTALS branch and the Multinational enterprise unit of the ENTERPRISE department.


3.Main duties and responsibilities


With the guidance of the National Project Coordinator, supported by the Finance and Administrative Officer and the National Programme Officer assigned to Global Supply Chains work in CO-Beijing, the Programme Assistant is tasked with provision of programming, administration and financial services to ensure the timely delivery of the project outputs and progress towards achieving the expected outcome as defined in the project’s document.  The delivery of the work will require close coordination with the ILO programming team in the ILO Country Office for China and Mongolia. The Programme Assistant will have the following responsibilities:


1.Assist in monitoring the development plans and priorities, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.


2.Provide programming and administrative support to activities undertaken by the implementing partners and prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.


3.Draft correspondence, faxes, memoranda and reports on administrative matters in accordance with standard office procedures.


4.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.


5.Assist the NPC in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.


6.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-phasing.


7.Assist the NPC 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 NPC for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the CTA and coordinators for the preparation of the submission.


8.Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the NPC of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner.


9.Provide interpretation and informal and formal translation.


10.Perform other duties as may be assigned by the NPC and/or the Country Director.


4.Qualifications required


Education: Completion of secondary education.


Experience: Five 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 in charge of policy making and with development partners would be an asset.


Languages: Excellent knowledge of the working language of the duty station and a good knowledge of English.




·Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.

·Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.

·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 in a polite, courteous and cooperative manner.

·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.


Minimal net salary: RMB 12,300 per month


Please send your application to the email by 24 Feb 2018