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 Centre.

A relevant university degree, diploma, or previous work experience. 

• 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.

• Depending on level of experience, monthly salary starts at 697 017 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 one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.

For retained candidates, written tests/video-recorded interviews are foreseen in the third week of March 2024 and panel interviews are are expected to take place in the first week of April 2024.

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.