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