Executive Assistant - Public Partnerships Division (PPD), Tokyo, Japan

Organization: UNICEF - United Nations Children’s Fund

Country: Japan

City: Tokyo

Office: UNICEF Tokyo, Japan

Closing date: Sunday, 22 January 2023

Executive Assistant, G-5, Public Partnerships Division (PPD), Tokyo, Japan, Fixed Term, #00018734

Job no: 557724

Position type: Fixed Term Appointment

Location: Japan Division/Equivalent: Partnerships

School/Unit: Public Partnerships Division

Department/Office: PPD, Tokyo

Categories: Partnerships

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life in its social, political, economic, civic and cultural dimensions her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens addressing inequity not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

The Division of Public Partnerships (PPD) works to strengthen UNICEF’s position as a partner of choice for children’s right among governments and public actors around the world. Given nature of the office and office’s size - under general guidance of the supervisor, the Executive Assistant performs secretarial and general administrative support to the Director of PPD Tokyo Office by executing a broad variety of standardized administrative tasks which includes but not limited to range of operational transactions and back-up functions and that requires thorough knowledge of UNICEF administrative procedures, processes and policies.

1. Secretarial Support

Arrange meetings and appointments both internal and external, some involving high-ranking officials, and maintain the Director’s calendar up-to-date. Prepare meeting materials and background documents. Take minutes/notes as needed during a meeting.

Draft non-substantive correspondence, ensure follow-up and prepare informal translations and act as an interpreter at meetings/conferences/events as needed.

Conduct research, collect data and information for the Director.

Maintain the database of counterparts‘ contact information and organize business cards.

Make travel arrangements including arranging transportation and accommodation, obtaining visa, collecting updated information for travelling and preparing necessary travel documents and creating Travel Authorization in line with the UNICEF travel policies.

Post daily tweet/retweet from the Director’s twitter account.

Treat highly confidential information and sensitive tasks with discretion.

Respond to any ad-hoc assignments and requests.

2. Administrative Support

Under the overall guidance of the Director, assist the operation duties to maintain proper segregated duties for the financial regulatory compliance.

The responsibility includes travel arrangement, events and conferences, property management and office equipment, and general administrative duties.

Travel arrangement

Provide travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.

Brief/de-brief staff members on issues related to administrative matters such as visas, security clearance, documentation procedures.

Extract, input, maintain and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.

Assist in the preparation of budgets on travel costs and maintain travel budgetary control records.

Events and conferences

Support capacity development activities and conferences by making the logistical arrangements engaging with hosts, facilitators and caterers.

Coordinate timing by liaising with participants.

Liaise with budget focal points and section over costs and needs.

Prepare background materials for participants and upload cleared materials on the intranet.

Prepare and maintain meeting/event agenda related to the working group commitments.

Property management and office equipment

Support management of administrative supplies and office equipment, updating inventory of items.

Monitor and supervise adequate and appropriate use of supplies. Ensure that services and maintenance of premises are in accordance with organizational standards.

3. Operation Back up

Serve as a backup to the Operations Associate on the following tasks:

Invoice Processing: responsible for collecting invoices, receiving approval and, thereafter raising requests for processing to the Global Shared Service Center (GSSC) through Service Gateway. Respond to client transaction status and other inquiries.

Facilitate the processing of contracts for consultants and external partners who provide service to the office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

Responsible for purchase and timely distribution of office supplies.

Verify and process goods receipt on PO and contracts in accordance with established guidelines. Raise funds commitment, purchase requisitions and provide back-up support for specific budget areas.

Property management and office equipment: support management of administrative supplies and office equipment and update inventory items. Monitor and supervise adequate and appropriate use of supplies. Ensure that services and maintenance of the premise are in accordance with organizational standards.

Maintain and monitor attendance records of the team.

Assist in ensuring efficient and conductive IT environment with the Global Help Desk. Provide on-site trouble-shooting.

Liaise continuously with other offices within the organization on all budget and regulations, policies, procedures and practices.

Perform other duties as required.

To qualify as an advocate for every child you will have...

Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Minimum of 5 years of progressively responsible administrative support services is required. Knowledge of protocol is preferred. Experience in international working environment is preferred. Experience in working at UN agencies/International organizations is an asset.

Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.

Organizational, planning and prioritizing skills and abilities.

Ability to deal patiently and tactfully with visitors.

High sense of confidentiality, initiative and good judgment.

Ability to work effectively with people of different national and cultural background.

Ability to work in a team environment to achieve common goals.

High level of proficiency in both written and oral languages of English and Japanese is required

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

UNICEF competencies required for this post are...

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Advertised: Dec 29 2022 Tokyo Standard Time Application close: Jan 22 2023 Tokyo Standard Time

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Closes Jan 22 2023

Executive Assistant, G-5, Public Partnerships Division (PPD), Tokyo, Japan, Fixed Term, #00018734 in Japan

The Division of Public Partnerships (PPD) works to strengthen UNICEF’s position as a partner of choice for children’s right among governments and public actors around the world. Given nature of the office and office’s size - under general guidance of the supervisor, the Executive Assistant performs secretarial and general administrative support to the Director of PPD Tokyo Office by executing a broad variety of standardized administrative tasks which includes but not limited to range of operational transactions and back-up functions and that requires thorough knowledge of UNICEF administrative procedures, processes and policies.

Link to the organization’s job posting: https://unjobs.org/vacancies/1673187166873