Overall Responsibilities
 This key position facilitates the successful coordination, communication and functioning of MSF Japan’s General Director and Leadership Team (hereafter referred to as LT). The Executive Assistant (EA) is the focal point on all executive matters for internal stakeholders.

The role provides high quality administrative assistance and project support in a one-on-one working relationship with the General Director and members of the MSF Japan Leadership Team. The EA supports the General Director in meeting MSF-Japan’s operational goals and objectives, and requires broad experience in business administration, and knowledge of organizational policies and practices. 

The role also works closely with the Board Assistant who works for MSF Japan’s President and Board members part-time, and the Association Coordinator who works for MSF Japan’s Association.

Main Responsibilities

Main Tasks and Duties 

• Facilitate the coordination and time management of the General Director, including weekly, monthly & annual priority setting, regular task management, internal and external communication spaces, etc. 

• Facilitate the LT in all aspects of their role as defined in the MSF Japan Leadership Team TOR 

• Facilitate effective coordination, communication, and mutual accountability among the LT 

• Follow and hold accountable LT members to actions and tasks as delegated by the General Director, including dossier oversight on behalf of the LT 

• Implement and maintain effective mechanisms for reporting, internal communication / accountability toward office staff and follow up across the LT (agenda’s, minutes, actions lists, dossier follow up, planning frameworks, board reporting cycles etc.) 

ADMINISTRATION

• Prepare and edit correspondence, communications, presentations and other documents 

• Maintain an efficient and readily accessible Executive and Leadership Team filing system 

• Proactive calendar management for the General Director; i.e. time and availability gatekeeper, including weekly/monthly/quarterly agenda and annual movements calendar.

• Record, transcribe and distribute agendas, minutes of meetings including supporting documents and action agendas, as well as follow-up on action points 

• Monitor, screen, respond to and distribute incoming communications to the General Director. 

OTHER TASKS AND PROJECTS 

• Assist with various ad-hoc tasks when requested by the LT and in agreement with the General Director

• Prepare and coordinate application documents for NPO certification submitted to the local government office every 5 years (make sure filing and archive are organized appropriately by relevant departments)

etc.

For a detailed job description, skills and experience, please see the Job Description.

職務内容、スキルおよび経験についての詳細は英文 Job Description を参照してください。

ESSENTIAL CRITERIA 

• Strong commitment with the MSF Charter

• Strong Time Management Skills with several years’ experience in an EA or similar role 

• Ability to write succinct, clear minutes and action points from complex meetings in English 

• People and Interpersonal Skills 

• Good Listening and Communication Skills

• Administrative, Organizational and Planning Skills with a strong attention to detail 

• Demonstrated ability to maintain confidentiality and act with integrity 

• Project Management Skills 

• Problem Solving Skills 

• Ability to work proactively and independently with proven judgement and decision making ability 

• Information Gathering and Monitoring Skills 

• Ability to manage multiple competing priorities

• Fluent in both Japanese and English (at more than advanced business level)

• Proficient in the use of Office 356, Microsoft office, Share-point and similar software 

DESIRABLE CRITERIA 

• Experience in Humanitarian, Not-for Profit, NGO or similar organizations 

• Familiarity with MEDECINS SANS FRONTIERES Japan’s administration & processes 

For a detailed job description, skills and experience, please see the Job Description.

職務内容、スキルおよび経験についての詳細は英文 Job Description を参照してください。

・Salary is determined based on job grade.
・Flexible working hours with a standard working day of 8 hours
・Full social insurance
・Commuting allowance, work from home allowance, and child allowance (in accordance with the organization's regulations)
・Two full days off per week. In addition to annual paid vacations（24 days/year), year-end and New Year vacations and congratulation or condolence leave are available.

・Salary includes 20 hours of fixed overtime pay when it is grade C.

    Salary includes 20 hours of fixed late-night work allowance when it is grade D.
・Others： No smoking indoors in principle (smoking rooms are available)

・給与は職位体系グレードに基づいて決定
・1日の標準労働時間を8時間とするフレックスタイム制
・社会保険完備
・通勤手当、在宅勤務手当、子ども手当支給（当団体規定による）
・完全週休2日制。24日/年の年次有給休暇の他に、年末年始・慶弔休暇あり

・Grade Cの場合、給与には20時間分の固定残業代含む

　GradeDの場合、給与には20時間分の深夜勤務手当を含む
・その他　：屋内原則禁煙（喫煙室あり）

Submit CV (in English), Motivation Letter (in English), 日本語の履歴書（できれば顔写真つき), 職務経歴書, 志望動機書 to the email address:  

hqhr-recruitment@tokyo.msf.org

CV(英文）、Motivation  Letter（英文）、日本語の履歴書（できれば顔写真つき)、職務経歴書、及び志望動機書を、以下Eメール宛ご送付ください。

 hqhr-recruitment@tokyo.msf.org

・Please identify the position you apply for when you send us the email.
・Only short-listed applicants will be contacted.
・The selection process will start in order of application.

・Eメールの件名欄に職種名を明記してください。
・ご応募の際、この人材募集をご覧になった求人媒体名をお書き添え願います。
・書類選考を通過した候補者の方のみにご連絡差し上げます。
・応募があり次第、順次選考を進めさせていただきます。