Office Assistant

The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 38 member countries, whose mission is to build better policies for better lives. We promote policies that will improve the economic and social well-being of people around the world.  Together with governments, policy makers and citizens, we work to establish evidence-based international standards, and finding solutions to a broad range of social, economic and environmental challenges, from the improvement of economic performance and creating jobs to fostering strong education and fighting international tax evasion. We provide a unique forum and knowledge hub for data and analysis, exchange of experiences, best-practice sharing, and advice on public policies and international standard-setting.

Under the guidance of the Secretary-General, the core mission of the redesigned Directorate for Communications (COM) is to maximise the reach and impact of the OECD and its work through clear, cutting-edge, evidence-based communications carried out in conjunction with policy directorates. The Directorate carries out its functions in accordance with the OECD Communications Strategy and pursuant to Annual Communication Plans for which it is responsible, steering organisational efforts on strategic priorities and supporting policy directorates in their communications to specialised audiences. Working in concert with communications professionals across the OECD, it drives forward a coherent communications function, serving as a standard setter for excellence and measuring communications impact. It leads on corporate level media, social media, stakeholder and parliamentary engagement; the architecture and implementation of the Organisation’s online presence, including multimedia digital content; and the dissemination of OECD publications, while performing an important role in risk identification and management in the public sphere. The Directorate holds as a core value an agile, collaborative and supportive culture marked by positive interaction and accountability among professionals.

The Global Relations and Cooperation Directorate (GRC) supports the implementation of the Secretary General’s strategic orientations by co-ordinating the Organisation’s relations with partner countries and with other international organisations. It advises the SG and other OECD Directorates on how to strengthen co-operation with key partner countries, regions and organisations. GRC also serves the OECD External Relations Committee, working with members to help them reach consensus on global relations priorities and ensuring that relevant partners are effectively engaged in the Organisation’s work.

COM in coordination with GRC is looking for an Office Assistant to support the Head of OECD Tokyo Centre  in the smooth running of the office in the region by participating in the management of the Centre's budget, accounting operations and the general coordination of all its activities and projects. S/he will also closely collaborate with the Central Management Unit (CMU), as well as the Central Purchasing, Accounting, IT and Security units of the Executive Directorate located in Headquarters. S/he will report to the Head of Centre at his/her respective duty station.

Main Responsibilities

Office management

• Ensure efficient office management and provide administrative assistance for the Head of Centre. This includes diary management; handling mail; drafting routine correspondence; filtering and responding to calls in the official languages of the OECD; and other matters requested by the Head of Centre. 
• Provide logistical support to events, launchings and conferences held or organised by the Office.
• Take responsibility for travel arrangements, mission orders and expense claims. Ensure missions are liquidated and mission reports filed. 
• Assist OECD officials visiting the region and provides them with required resources.
• Assist as needed as requested on range of office needs to ensure smooth functioning of the office.
• Manage invoicing for mission reimbursements, interpretations, receptions, video conferencing and other ad-hoc invoicing as required; post invoices to SAP and maintain all client and invoice files. 

General administration, finance and budget management

• Under the delegated authority from the Head of Central Management Unit (CMU), review and register expenses, including for intellectual services, to ensure conformity with OECD’s Financial Rules and Regulations.
• Monitor the OECD Tokyo Centre budget, the project expenditures and advise the Head of Centre on the best use of available funds in a timely manner to assist in the effective management of the budget.
• Process invoices and ensure that amounts are posted to the appropriate expense accounts and that the accounting entries comply with the applicable internal accounting rules and procedures. Check pro-forma invoices and ensure that conditions have been met before authorising payment. 
• Prepare and submit payment of expenditures, ensuring that said expenditures are registered against the appropriate budget account lines.
• In co-ordination with the relevant central services in EXD at headquarters, act as the main contact point on matters relating to office facilities, security, IT, and other general works.
• Carry out administrative tasks such as process of expenses/receipts, order stationery/office supplies and liaise with the CMU for leave requests, purchase orders, and various administrative ad hoc requests.

Procurement

•      In collaboration with the Central Purchasing Group (CPG) and the CMU Division in Paris, provide advice and draft/revise contracts for the purchase of goods or intellectual services as well as for renting of the office for the OECD Tokyo Centre.

Ideal Candidate Profile

Academic Background

• A university degree or diploma in business administration, accountancy, process administration or office management or related field.

Professional Background

• Relevant experience as a personal assistant to a member of senior management, preferably in an international organisation.
• Excellent knowledge of the administrative rules and procedures of the Organisation or proven ability to learn and assimilate new rules and procedures quickly.
• High degree of discretion and ability to work and communicate effectively and with tact and diplomacy in a multicultural environment with colleagues at all levels, and with delegations and high-level stakeholders.
• Experience managing conflicting requests according to strict deadlines and ability to work rapidly and accurately under pressure. Ability to work independently and to take initiative.
• Knowledge of IT infrastructure and fundamentals of network connection will be an asset. 

Tools

• Excellent knowledge and experience in the use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and the ability to quickly learn the standard range of software packages used in the Organisation e.g., eOSG, eCouncil, eShare, SAP Missions, Authoring Environment and SRP. 

Languages

• An excellent written and oral command of one of the two official languages of the OECD (English and French) and very good knowledge of the other.
• Excellent command of English is a priority.
• Fluency in Japanese is mandatory.
• Fluency in one or more relevant languages of the region would be an asset.

Core Competencies

•       Please refer to the level 1 indicators of the OECD Core Competencies.

Contract Duration

• One-year fixed term appointment, with the possibility of renewal.
• Ideal start date\: As soon as possible. Written tests and/or video-recorded interviews are expected in October, and panel interviews are planned for November 2023.

What the OECD offers

• Monthly base salary starting from 713 716 JPY, plus allowances based on eligibility.
• Click here to learn more about what we offer and why the OECD is a great place to work.
• Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life.
• Please note that the appointment may be made at a lower grade based on the qualifications and professional experience of the selected applicant. 

The OECD is an equal opportunity employer and welcomes the applications of all qualified candidates who are nationals of OECD member countries, irrespective of their racial or ethnic origin, opinions or beliefs, gender, sexual orientation, health or disabilities. 

The OECD promotes an optimal use of resources in order to improve its efficiency and effectiveness. Staff members are encouraged to actively contribute to this goal.