Org. Setting and Reporting
This position is located in the United Nations Information Centre in Tokyo (UNIC Tokyo) in Japan within the Information Centres Service (ICS), Campaigns and Country Operations Division (CCOD), Department of Global Communications (DGC). The UNIC is part of the global network of United Nations Information Centres (UNICs), and UNIC Tokyo is the principal source of information about the United Nations system in Japan. The UNIC is responsible for promoting public understanding and support for the aims and activities of the United Nations by communicating about its work and disseminating UN information materials to a local audience in mainly Japanese; engaging local and regional partners; and, overall, bringing the United Nations closer to the people it serves. The incumbent is under the overall supervision of the Director of UNIC and reports directly to the Senior Administrative Assistant in UNIC Tokyo.
Responsibilities
Within limits of delegated authority, the incumbent will be responsible for the following duties: • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications, including moderately complex information, via email and phone calls, such as questions on the use of the UN’s knowledge products, documents, and visual assets, and other topics related to the Organization. When necessary, refers inquiries to appropriate personnel for handling within the Organization. • Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generates a variety of standard statistical and other reports, work orders, etc., using various databases. • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Provides secretarial, administrative and logistics support to online and onsite events, meetings, boards, committees, conferences, etc., including photo and video shooting. • Provides assistance to Senior Administrative Assistant for logistical arrangements for Senior Officials’ visits, including transportation arrangements, etc. • Assists in the preparation of presentation materials using appropriate technology/software. Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Performs data entry and extraction functions. • Sorts, distributes, and/or processes postal mail and other documents; follows-up on impending actions. • Updates and maintains large distribution lists and email lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats, via mail and email; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, receipts, and processes pouch, etc. • Performs general administrative tasks (e.g. leave and attendance management, arrangements for meetings and other events, reservations, budget follow-up, procurement-related matters, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, quote collections, goods receipts, issuance of Ministry of Foreign Affairs / United Nations University Building’s ID pass, visa applications, etc.). • Provides administrative and logistical assistance to Senior Administrative Assistant as requested. • Maintains files (both paper and electronic) and databases for work unit. • Provide/discard software and office equipment as necessary, including necessary communications with the local IT support team and outside vendors. • Maintains inventory and procures office supplies as necessary. • Assists in resolving technical problems with the local IT support team. • Supports social media planning and coordination. • Handles the organization of the office space. • Performs other duties as assigned.
Competencies
• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Is committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of three years of progressively responsible experience in general office support, administration, or related area is required. The minimum years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher. Experience in IT-related logistics, including device set-up for meetings and/or events, procurement and/or management of IT and office equipment, etc. is required. Experience in supporting online and hybrid events, meetings and/or conferences is desirable. Experience in logistical arrangements for Senior Officials’ visits is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Japanese is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.