WFP Japan Relations Office - Business Support Assistant G5

We are seeking to fill the position of Business Support Assistant G5, based in the WFP Japan Relations Office in Yokohama, Japan.

Please note that this vacancy announcement is being issued internally and externally.

ORGANIZATIONAL CONTEXT

As part of WFP’s Public Partnership Division, Partnerships and Innovation Department, the WFP Japan Relations Office manages WFP’s partnership with the governments and private sector companies in Japan, raises public awareness of hunger and malnutrition, and provides information on WFP’s work through media and other channels.

Under the supervision of the Director or designate, the Business Support Assistant (G5) will ensure the smooth running of daily administrative and logistical activities in the WFP Japan Relations Office.

THE ROLE

The incumbent will be responsible to delivering a wide range of administrative and business support activities to facilitate effective service delivery. The role requires producing accurate and organized work with minimal supervision, maintaining effective communication, and demonstrating a proactive, client-oriented approach with the ability to handle sensitive and confidential matters.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• Collect information for inclusion in reports, documents and correspondence, to support the effective work of other staff.

• Respond to standard queries and provide timely and accurate guidance.

• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.

• Manage and maintain records and databases, to ensure information is organized and readily available for staff.

• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.

• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.

• Contribute to improvement of business procedures and processes.

• Collect and perform basic analysis of data to contribute to quality business information management.

• Facilitate procurement processes for the office.

• Liaise with UNDSS focal points regarding security matters.

• Perform other assigned tasks as required.

OTHER POST REQUIREMENTS

Essential requirements:

• Ability to organize and maintain data, identify data discrepancies, and solve problems.

• Ability to monitor and record financial transactions and budget expenditure.

• Some knowledge of procurement processes and experience supporting events and travel, including engaging with vendors and service providers.

• Good communication and coordination skills, strong attention to detail, ability to maintain confidentiality, work under pressure and meet deadlines.

• Ability to work independently with various teams. Proactive, flexible and customer-oriented attitudes. Motivation to learn and adapt to a dynamic and evolving work environment.

• Native-level proficiency in spoken and written Japanese is essential, with a strong understanding of Japanese business customs.  

Desirable requirements:

• Ability to develop and maintain relationships with a range of individuals.

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.

• Ability to use standard office equipment such as photocopiers and scanners.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Language: Written and spoken communication in English language (Level C).

Knowledge and Skills:

• Knowledge of standard office software packages, e.g. Microsoft Word and Excel.

TERMS AND CONDITIONS

Please note that this is a local recruitment for a General Service Staff position; therefore applicants must:

a) be Japanese citizens, or non-Japanese citizens holding a valid legal permit to live and work in Japan; and

b) reside within commuting distance (1.5 hours travel time) of the duty station (PACIFICO Yokohama 6F, 1-1-1 Minatomirai, Nishi-ku, Yokohama 220-0012, Japan), or already live in the country and be willing to relocate to Yokohama at their own expense before taking up the assignment. Preference will be given to candidates who already reside within commuting distance of the duty station. Please note that WFP will not cover relocation or living expenses and will not provide assistance in obtaining and extending residency status or work permits.

WFP offers a competitive compensation package, determined by the contract type and the selected candidate’s qualifications and experience.
Tokyo General Service category salary scale: UN Salary scale.

SELECTION PROCESS 

Only applications received in English will be considered.

Our selection process follows a structured approach and includes the following steps: 

• Application to vacancy announcement.

• A language assessment, technical assessment and competency-based interview will be used to evaluate the essential requirements.

• At a later stage, candidates will be required to submit conflict‑of‑interest; personal disclosure forms, academic certificates, references, as part of the mandatory background checks.