Programme Assistant (Open to Japanese national ONLY)
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women Japan Liaison Office has been established in Bunkyo-ku, Tokyo, Japan since April 2015. The Office works on strengthening UN Women’s partnerships in Japan and raising awareness about UN Women’s work, for example through lectures and public events. In particular, it is expected reach out to various actors, including the government, parliaments, private enterprises, academics, NGOs, media and other and to keep them informed about UN Women’s work and role with regards to gender equality and women’s empowerment.
The services of an Programme Assistant are required for administrative and operational support to the Liaison Office in addition to supporting partnership activities. This will ensure that all the activities related to effective functioning of the UN Women Liaison Office in Japan are efficiently undertaken. The Programme Assistant will work under the direct supervision of the Head of the Tokyo Liaison Office and in close collaboration with the Resource Mobilization team, the Division of Management and Administration, including Finance and Procurement colleagues, Information System and Telecommunication, Human Resources and Security. The Programme Assistant will be responsible for daily coordination of operations in the Japan Liaison Office in the areas of budget management, procurement, finances, human resources, security and IT as well as logistical support while monitoring the liaison office needs and addressing them in a timely manner.
Duties and Responsibilities
Provide administrative and logistical support to the management of the Japan Liaison Office
- Provide administrative support in the preparation of annual and programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
- Draft minutes in meetings and organize and coordinate filing of documents; maintain mailing lists;
- Assemble briefing materials and prepare presentations, in collaboration with the JLO team;
- Monitor office environment needs and coordinate as necessary, monitor maintenance and equipment needs including the ones for ICT;
- Review incoming correspondence, draft memos and other correspondence as required, arrange appointments and meetings and ensuring timely response to all appointment requests, identify matters that should be brought to the immediate attention of the Head of the JLO or which may be appropriately referred to the other personnel;
- Provide coordination and administrative support in security, including through the organization of regular emergency drills and dissemination of information to staff in the country on security related issues and emergency operations; update the Business Continuity Plan (BCP), in consultation with the Head of Office.
Provide administrative support to the financial management of the Japan Liaison Office
- Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
- Provide administrative support in monitoring and preparation of budget and the finances of projects;
- Prepare monthly and year-end financial checklist and liaise with HQ Finance as necessary;
- Process payments to vendors and provide relevant documentation in close consultation with HQ Finance;
- Create requisitions in Atlas for projects; register good receipts in Atlas.
Provide administrative procurement and assets management support
- Provide inputs to the preparation of procurement plans for programmes/projects;
- In line with procurement requests, prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary and in consultation with the HQ Procurement team;
- Prepare submissions to the Procurement Review Committee (PRC), as necessary;
- Ensure proper control of assets through implementation of the inventory and physical verification controls, in close consultation with the HQ Asset Management team.
Provide administrative and human resources support to the Japan Liaison Office
- Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
- Prepare all the required documentation for staff including, but not limited to travel requests, applications Laissez-Passers and visas, and ground passes as well as entries of the new comers on the staff-check in system;
- Maintain the attendance records as well as Mission and Leave Plans for the JLO team;
- In close consultation with the Head of the JLO and HQ RM and HR teams, facilitate the JLO staffing requirements including consultants and interns in posting advertisements, initiating preparation of requests as well as verification of funds availability in compliance with financial, human resources and procurement guidelines.
Provide administrative support to resource mobilization and outreach activities
- Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents;
- Provide administrative and coordination support to reach out to JLO public and private sector partners;
- Assist with the coordination of events as part of partnership development;
- Coordinate the development of communication materials including flyers and promotional materials;
- Provide administrative support in translation requests through appropriate vendors as part of the JLO’s resource mobilization, communication and outreach activities.
Assist the Head of the Liaison Office with any other tasks as required
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Ability to administer and execute administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Strong knowledge of administrative rules and regulations;
- Strong IT and web based management skills;
- Ability to extract and interpret data
- Solid knowledge of the UN/UN Women rules and regulations, procedures and operations related to procurement, finances, administration would be an asset;
- Ability to perform and deliver expected results in a fast-paced working environment;
- Strong interpersonal skills;
- Strong sense of initiative and ability to work independently;
- Excellent organizational skills and sound judgement.
Required Skills and Experience
- Completion of secondary education required.
- University degree in International Relations, Business or Public Administration is desirable.
- At least 5 years of progressively responsible experience in administrative or programme management/support, preferably in a large or international corporation of international organization;
- Experience in the use of computers applications and software package (MS Word, Excel) and web based management systems; proficiency in the use of the Atlas system;
- Experience in organizing events is an asset;
- Experience in supporting a team is an asset.
- Fluency in written and spoken English and Japanese is required.