国際機関で働こう！OECD東京オフィス職員募集Office & Engagement Assistant
きっかけ概要
【経済協力開発機構（OECD）空席情報】
OECDグローバル関係・協力局の連絡オフィスである東京センターでは、日本、東南アジアおよびアジア太平洋地域における業務をサポートし、センターの予算管理・会計業務等を担当するOffice & Engagement Assistant (GA3)を募集しています。応募締切：2024年3月14日（木）
ポスト： Office & Engagement Assistant（GA3）
分野： 会計・事務・秘書業務
任地： 東京
期間： 1年（更新の可能性あり）
学歴： 学士あるいは同等程度
職歴： 上級管理職のアシスタントとしての業務経験、オフィス管理等の業務経験
言語： 日本語・英語（フランス語ができると有利）
Company Description
The Organisation for Economic Co-operation and Development (OECD) is an international organisation comprised of 38 member countries, that works to build better policies for better lives. Our mission is to promote policies that will improve the economic and social well-being of people around the world. Together with governments, policy makers and citisens, we work on establishing evidence-based international standards, and finding solutions to a range of social, economic and environmental challenges. From improving 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.
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.
The GRC Tokyo Centre is a liaison office that supports the GRC’s work on Southeast Asia and Asia-Pacific including the dissemination of OECD work in Japan and the region and acts as a global relations hub, including for the implementation of the South-East Asia Regional Programme to maximise the reach and impact of the OECD and its work in conjunction with policy directorates. The Centre holds as a core value an agile, collaborative and supportive culture marked by positive interaction and accountability among professionals.
The GRC Tokyo Centre is is looking for an Office and Engagement Assistant to support the Head of OECD Tokyo Centre in the smooth running of the office, disseminating the OECD work and assisting engagement with relevant stakeholders in Japan and 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, as well as supporting the Centre’s communication activities. S/he will also closely collaborate with the Management and Communications Unit (MCU), 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.
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きっかけポータル 
Job Description
Office management
- Support the Head of Centre in engaging with stakeholders, organising seminars/webinars, drafting of social media feeds and communication activities.
- Coordinate with and leverage the relevant offices in Paris to support the Head of Centre to liaise with media outlets in Japan and the Southeast Asia Region to establish links and inform about relevant OECD work.
- 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.
- Execute other tasks as requested by HOC.
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 the head of GRC Tokyo centre authorises 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 Cent
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締切
2024/3/14
ベネフィット
東京のOECDで勤務できる
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対象・条件
Academic Background
- A relevant university degree, diploma, or previous work experience.
Professional Background
- Relevant experience as a personal assistant to a member of senior management, preferably in an international organisation.
- Good knowledge of techniques, tools and relevant experience of engagement and communication with relevant stakeholders including media outlets.
- High degree of discretion and ability to work and communicates clearly and is able to clarify requirements and respond efficiently to colleagues and clients 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 works autonomously to resolve common work issues and take initiative.
- Knowledge of IT infrastructure and fundamentals of network connection will be an asset.
Tools
- Excellent knowledge and experience with standard software packages of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and the ability to quickly learn the standard range of software packages used in the Organisation to respond to client requests and co-ordinate client outputs.
Core Competencies
- OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 1); Collaboration and Horisontality (Level 2); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
- To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.
Languages
- Fluency in one of the two OECD official languages (English and French) and knowledge of the other, with a commitment to reach a good working level. 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.
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