Background Information - Job-specific
Under the guidance and supervision of the Head of office, the Operations officer is responsible for a variety of operational tasks and services, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. S/he takes routine decisions on partnerships and administrative processes based on clearly established authority and guidelines.
The Operations officer works in close collaboration with operations and project staff at Headquarters, in Regional Offices and Operations/Project Centres, as well as with staff of other UN agencies to ensure consistent service delivery.
Summary of Key Functions:
- Provision of partnerships development support
- Provision of portfolio management
- Provision of administrative and secretarial support, including office maintenance and assets management
- Reporting to the Head of office, the Operations officer will:
Provision of partnerships development support
- Conduct research, review and analysis of information and documents for the Head of office
- Synthesize and summarize information for the Head of office to facilitate decision-making
- Provide support in the coordination and preparation of proposals, reports, presentations, and other materials as needed for the Head of office 's internal and external use
- Assist the Head of office prepare for internal and external meetings by developing and coordinating inputs and speaking points
Provision of portfolio management
- Monitor the operations portfolio regularly
- Assist the portfolio to ensure a quality standard of service provision; troubleshoot across portfolios; to meet donor requirement
- Prepare legal document, monitor agreements and report submissions
- Promote teamwork, collaboration and diversity
- Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.
Provision of administrative and secretarial support, including office maintenance and assets management
- Assist the Head of office to identify the need, determine cost and plan all office support services, including procurement, finance, human resources and administrative services
- Support procurement processes, including tendering processes and evaluation and supplier selection, to ensure viable procurement solutions that meet operational needs and compliance with UNOPS procurement procedures, regulations and standard of accountability, ethics, integrity and performance
- Assist in managing the acquisition, maintenance, inventory, recording, verification and protection of administrative facilities/assets, including IT infrastructure, equipment and servers
- Assist in managing the timely and efficient delivery of all administrative services, (e.g. premises, asset management, travel and IT)
- Contribute to the dissemination and sharing of best practices and lessons learned for corporate development planning and knowledge building
- Perform other related duties as required.
Impact and results
The effective and successful achievement of results by the Operations officer impacts on the performance of the Tokyo liaison office and contributes to the achievement of engagement acquisition targets from existing and new clients/projects to ensure the overall long term financial sustainability of the office. The role supports the continued growth of the portfolio through the provision of consistently high quality service that satisfied client needs and protects long term business relationships.
- A first level University degree (Bachelor’s Degree or equivalent) in combination with 2 additional years of relevant experience is required.
- Advanced University Degree (Master’s Degree or equivalent) in development studies, international affairs, political science or related field is preferred and can compensate for some of the required years of experience;
- A minimum of 2 years of progressively responsible experience in partner or client relationships, business development and/or market analysis.
- Demonstrated excellent research and analysis skills related to partner/business development in an international setting;
- Ability to work with computer and office software packages (MS Office 2010 and/or newer versions) and knowledge of spreadsheet and database packages
- Field experience or experience in developing countries is considered an asset;
- Preferably prior knowledge of working in the UN environment;
- Experience with international organizations or public institutions is considered an asset.
- Fluency in both written and spoken English is required.
- Fluency in both written and spoken Japanese is required.
- Knowledge of another official UN language is desired.