Organizational Setting

The position is based in the ILO Office for Japan (ILO-Tokyo). The incumbent works under the direct supervision of the Director of ILO-Tokyo and contributes to the efficient, effective and client-oriented delivery and administration of a range of programming activities for the Office, applying and promoting the principles of results-based management (RBM). The incumbent regularly liaises with and ensures close collaboration with the ILO Regional Office for Asia and the Pacific.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to maintain effective working relationships, exchange information and obtain assistance on programming matters. The incumbent regularly liaises with and receives guidance from the Regional Programming Unit.

External contacts are primarily with counterparts in government, employers’ and workers’ organizations, United Nations (UN) agencies and other international organizations and donors to exchange information and obtain assistance on programming matters.

Key Duties and Responsibilities

1. Provide inputs for developing country operations plans, conduct research and analysis and draft components of reports and presentations for situation analyses at the national level to support the Director in determining the Office’s strategic objectives and related Office priorities.
2. Provide the Director with accurate and timely information on programme and budget matters for operational decision-making. Use baselines and indicators to measure, analyse and report on performance for optimization of resources and achievement of results.
3. Work collaboratively with external partners and support the establishment and maintenance of effective relations with constituents to assess and respond to their needs, including in the preparation of Memoranda of Understanding and to support the drafting of project documents, implementing agreements, ensuring compliance with established rules and procedures.
4. Monitor and report on the implementation of ILO projects. Identify issues and propose corrective action.
5. Ensure that headquarters is kept informed on the political and socio-economic situation and other country specific issues and priorities. Propose actions in response to new and emerging operational challenges. Brief ILO specialists, experts and visiting officials and provide relevant information on country programme and its developments.
6. Provide inputs to support the Office’s outreach and advocacy efforts to increase the visibility of the ILO, the Decent Work Agenda and contribution to the SDGs. Disseminate information on programmes through publications, press releases, official correspondence, statements, as well as ensuring representations at international, regional and national fora. Promote local access to published work of the ILO to meet the information needs of ILO staff, constituents and external clients.
7. Participate as required in resource mobilization activities in liaison with the responsible departments at headquarters and the RO-Asia and the Pacific.
8. Perform other duties as may be assigned by the supervisor.

Generic duties

1. Review and analyse country specific development plans and priorities, socioeconomic data, reports and other relevant information; identify potential technical cooperation project areas and provide written analysis on the findings to management.
2. Prepare briefs, periodical reports and statistical data on status of programme/project activities.
3. Assist in the programming and control of resources from all sources of funds, prepare budget estimates and expenditure forecasts by analyzing and monitoring situation of resources as compared to planned activities and making recommendations to management for remedial action.
4. Participate in the organization of conferences, seminars, workshops, training sessions and meetings.
5. Brief ILO specialists, project experts, associate experts and visiting officials and provide relevant information on programme matters.
6. Draft in, or translate into, local language(s) news releases, official correspondence, statements and speeches and other public information material.
7. Undertake missions to project sites, normally accompanying other officials.
8. Supervise the work of support staff.

Minimum Requirements

At least three years of experience in labour or international law would be an advantage.

Education

First level university degree in business administration, economics, political science, public administration or other relevant field.

Experience

At least one year of professional experience at the national level, in the occupational area.

Languages

Excellent command of English and Japanese

Knowledge and Competencies (technical/behavioural)

Good knowledge of programming and results-based management (RBM) principles and concepts.
Knowledge of the programming cycle (planning, monitoring, reporting and evaluation).
Knowledge of resource mobilization.
Political awareness and understanding of socio-economic factors.
Knowledge of methods and techniques for designing and assessing quality and efficiency of process execution.
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:

Ability to interpret and work within applicable rules, regulations, policies and procedures.
Research and analytical skills.
Drafting skills.
Ability to maintain effective working relationships with key stakeholders.
Ability to manage competing priorities.
Ability to adapt quickly to new software and systems.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.