Executive Assistant (GS-5), PPD Tokyo, Japan

The Division of Public Partnerships (PPD) works to strengthen UNICEF's position as a partner of choice for children's rights among governments and public actors around the world. 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.

Organizational Context and Purpose for the job

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.

Job organizational context

The Executive Assistant reports to the Director of PPD Tokyo.

Purpose for the job

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 through knowledge of UNICEF administrative procedures, processes and policies.

Key functions, accountabilities and related duties/tasks

Summary of key functions/accountabilities:

1. Secretarial support (50%)
2. Administrative support (30%)
3. Operation back up (20%)

     1. Secretarial Support (50%)

• Arranges appointments and maintains the Director’s calendar, receives visitors, places and screens telephone calls and e-mails to the office and answers queries with discretion.
• Keeps lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
• Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes of meetings.
• Drafts non-substantive correspondence ensures follow-up and prepares informal translations and may act as interpreter when necessary.
• Ensures accurate and prompt filing through up-to-date suitable platform.

  2. Administrative Support (30%)

• Under the overall guidance of the Director, assists 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

• Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.
• Extracts, inputs, maintains and verifies 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

• Supports capacity development activities and conferences on logistical arrangements, engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares background materials for participants and uploads cleared materials in the intranet.
• Prepares and maintains agendas on meeting and events related to the work group commitments.

  Property management, office equipment, vehicles

• Supports management of administrative supplies, office equipment and vehicles, updating inventory of item.
• Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

  3. Operation Back up (20%)

  Serves a backup role of the Operation Assistant on the following tasks:

• Invoice Processing: responsible for collecting invoices and filing documents for approval and, thereafter raising requests for processing to the Global Shared Service Center (GSSC) through MyCase. Responds to client transaction status and other inquiries.
• Facilitates the processing of contracts for consultants and external partners that provide a 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. Arranges for the purchase and timely distribution of office supplies.
• Verifies and processes goods receipt on PO and contracts in accordance with established guidelines. Raises funds commitment, purchase requisitions and provides back-up support for specific budget areas.
• Property management and office equipment: supports management of administrative supplies and office equipment, updating inventory items. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Maintains attendance records / act as a level focal point.
• Assists in ensuring efficient and conductive IT environment with the Global Help Desk.  Provides on-site trouble-shooting.
• Liaises continuously with other offices within the organization on all budget and Regulations, Policies, Procedures and Practices.
• Performs other duties, as required.

Impact of Results

• Decides on action to be taken when acting on behalf of the Tokyo Office;
  response to inquiries, action for incoming mails, drafting of letters, meeting of deadlines.
• All decisions could affect unit’s work and especially its relations with partners.
  Recommendations and other performance duties could directly affect the work of the Tokyo office, and consequently the efficiency of PPD.
• Wrong approaches with partners, incorrect information provided would affect the organization’s relations with them;
• Wrong data and material collected could lead to wrong conclusions and action, loss of funds and/or potential funding sources.
• Inefficient follow-up on services to partners would affect relations with them, and could lead to loss of funds;
• Insufficient control on quality and accuracy of documents/correspondence sent to partners would lead to serious embarrassment and strain relations with donors.
• Failure to proper segregated duties to the financial regulatory compliance will lead to the loss of credibility of the office.
• The efficiency and effectiveness of support provided by the Executive Assistant ensures that a strong administrative platform is provided to the respective sections, which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.   

Competencies and level of proficiency required

Core Values

• Commitment
• Diversity and inclusion
• Integrity

 Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies:

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

Recruitment Qualifications

Education:

Completion of secondary education/ Junior colleague combined with relevant professional work experience. University degree in the office management and secretarial area preferred.

Experience:

A minimum of 5 years of progressively responsible administrative support service is required. Knowledge of protocol is preferred. Experience in international working environment is preferred.

Language Requirements:

A high level of proficiency in both written and oral languages of English and Japanese is required.

How to Apply

Applicants must submit an application letter with a completed UN Personal History Form available in UNICEF's website, and a curriculum vitae in Japaneses language by 25 June 2017. Only qualified applicants will be short-listed and notified for further screening and interview.