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 citizens, 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 Public Affairs and Communications Directorate (PAC), supports the implementation of the Secretary General’s strategic orientations by orchestrating the Organisation's external communications. We look at the whole spectrum of OECD work, how it relates to the global public agenda, and ensure key OECD policies and research are communicated to key stakeholders and the media.

We are looking for an Office Manager who will participate in the management of the OECD Tokyo Centre's budget, accounting, operation and the general coordination of all its activities and projects. S/He will work under the supervision of the Head of the OECD’s Tokyo Centre, of the Public Affairs and Communications Directorate (PAC).

Main Responsibilities

• Budget management and accounting
• Responsible for managing and monitoring the OECD Tokyo Centre budget.
• Monitor the project expenditure and advise the Head of Centre on the best use of available funds.
• Prepare regular reports for the Head of Centre and liaise with the PAC Resource Management (RM) team at the headquarters in Paris on all budgetary issues.
• 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. 
• Monitor and follow transactions related to income from sales and reconciliation and adequate reporting of all accounting transactions of the Centre, and ensure close co-operation with the Programme, Budget and Financial Management Service and the PAC Resource Management team on these issues. 
• Carry out monthly/quarterly reconciliations of accounts and perform regular analysis of accounts and account balances.
• 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.
• Assist in identifying income (invoice payments, pro-forma payments, publications income) and post to appropriate accounts.

Procurement

• In collaboration with the Central Purchasing Group (CPG) and the PAC Resource Management team in Paris, provide advice and draft contracts for the purchase of goods for the OECD Tokyo Centre.

Office Management and administration

• In co-ordination with the relevant central services at headquarters, act as the main contact point on matters relating to office facilities, security, and other general works.
• Act as a project coordinator in horizontal projects across the Directorates.
• Ensure the timely and smooth operation of the IT and web-meetings and take charge in trouble-shootings in close cooperation with the Digital, Knowledge and Information Service (DKI) at the Executive Directorate (EXD) and the local support vendor (FLEX).

Please refer to this website for full details;
https://oecd.taleo.net/careersection/jobdetail.ftl?job=15762&lang=en

Academic Background

• A university degree or higher in business administration, accountancy, process administration or office management or related.

Tools

• Very good knowledge or strong ability to learn them quickly of Microsoft Office systems (Word, Authoring Environment, Excel, PowerPoint) and applications related to the financial management used at the OECD such as Sharepoint, SAP, SRM etc., and the ability to use them for everyday tasks.
• Very good knowledge of the administrative procedures of the Organisation and of the Financial Rules and the Staff Manual would be an advantage.   

Please refer to this website for full details;
https://oecd.taleo.net/careersection/jobdetail.ftl?job=15762&lang=en

• Monthly base salary starting from 788 297 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 a lower grade based on the qualifications and professional experience of the selected applicant.

https://oecd.taleo.net/careersection/jobdetail.ftl?job=15762&lang=en

Please refer to the level 2 indicators of the OECD Core Competencies.

https://www.oecd.org/careers/competency_framework_en.pdf