Executive Support to the Representative

Job Posting Organization:
The job posting organization is UNHCR Japan, which is part of the United Nations High Commissioner for Refugees (UNHCR). Established to protect and support refugees and displaced persons, UNHCR Japan plays a vital role in mobilizing support for forcibly displaced and stateless individuals. The organization collaborates with various stakeholders, including government entities, civil society, and international organizations, to address global displacement issues. UNHCR Japan is committed to advancing the Global Compact on Refugees and works within a whole-of-society approach to engage the Japanese government and its citizens in humanitarian efforts. The organization is based in Tokyo and is recognized for its longstanding support and contributions to global refugee initiatives.

Job Overview:
The position of Executive Support to the Representative is a critical role within the UNHCR Japan office, directly reporting to the Representative. The incumbent is responsible for providing comprehensive executive support, which encompasses administrative, secretarial, and organizational tasks. This role is essential for facilitating the effective execution of representational duties and ensuring smooth operations within the office. The Executive Support will liaise with external stakeholders and maintain close coordination with various internal teams, including the Regional Bureau and Headquarters. The position requires a high level of proficiency in both English and Japanese, as the incumbent will draft and review various documents and presentations. The role also involves supporting the development of partnerships across different sectors, conducting research, and assisting in strategic analysis and cross-functional activities. The Executive Support will play a pivotal role in managing information and analytical work, compiling situational updates, and engaging with high-ranking officials, making strong communication and interpersonal skills essential for success in this position.

Duties and Responsibilities:
The duties and responsibilities of the Executive Support to the Representative include: providing executive support to enable effective representational functions and decision-making; coordinating, reviewing, and editing presentations, speeches, and talking points; arranging internal and external meetings, including those with high-ranking officials; drafting correspondence, documents, and reports; managing the flow of information and correspondence; assisting in the preparation of mission programs and coordinating logistics for high-level missions; undertaking stakeholder mapping and exploring opportunities for external engagement; compiling and analyzing thematic reports and situation reports; conducting political and socio-economic analysis relevant to UNHCR; supporting risk management and identifying opportunities; assisting with procurement, finance, and administrative matters; and performing other related duties as required. The role requires a proactive approach to managing multiple tasks and priorities while maintaining a high standard of professionalism and integrity.

Required Qualifications:
The required qualifications for the position include an undergraduate degree, preferably in International Relations, Law, Political Science, or a related field. Candidates should have a minimum of one year of relevant work experience in the public, private, or non-profit sectors, with experience in the business or public sector in Japan being particularly valuable. Exposure to an international environment or humanitarian organizations is advantageous. The ability to produce high-quality written materials in both English and Japanese is essential, along with strong organizational and time management skills. Candidates should demonstrate flexibility and adaptability in managing competing needs and deadlines, as well as experience in coordinating multiple stakeholders in a high-pressure environment.

Educational Background:
Candidates for the Executive Support position are required to have at least a bachelor's degree. While a degree in International Relations, Law, Political Science, or a related field is desirable, any relevant educational background that supports the functions of the role will be considered. The educational qualifications should equip candidates with the necessary knowledge and skills to navigate the complexities of international relations and humanitarian work.

Experience:
The position requires a minimum of one year of relevant work experience. Candidates should have experience in the public, private, or non-profit sectors, with a preference for those who have worked in the business or public sector in Japan. Experience in an international environment or with humanitarian organizations is beneficial. The role demands the ability to produce high-quality written materials tailored to specific audiences, manage multiple tasks, and thrive under pressure. Candidates should also have experience in stakeholder management and the ability to work both independently and as part of a team.

Languages:
Proficiency in English and Japanese is mandatory for this position, as the incumbent will be required to draft and review documents and communicate effectively with stakeholders in both languages. While additional languages are not specified as mandatory, having proficiency in other languages could be considered an asset, particularly in enhancing communication with diverse partners and stakeholders.

Additional Notes:
This position is classified under the UNOPS LICA4 category and is not remote. The target start date for the role is May 1, 202

• The position does not require a functional clearance and is intended for a family staff member or affiliate type. The role is full-time and involves significant interaction with high-ranking officials and external stakeholders, necessitating a high standard of conduct and professionalism.