Operations Support Assistant

Job Posting Organization:
The UNHCR Representation in Japan is dedicated to advocating for the protection of forcibly displaced individuals both globally and domestically. Established to address the needs of refugees and displaced persons, the organization engages in various activities including external relations, partnerships, and fundraising efforts. UNHCR Japan operates with a mission to broaden its impact and deepen engagement across society, promoting the wellbeing of forcibly displaced people. The organization collaborates with both public and private sectors to leverage support and enhance its operational capacity. UNHCR Japan is committed to fostering partnerships that extend beyond traditional stakeholders, thereby enhancing its reach and effectiveness in addressing refugee issues. The organization is staffed by a diverse team that works collaboratively to achieve its goals, and it is involved in numerous initiatives aimed at improving the lives of those it serves.

Job Overview:
The Operations Support Assistant position at UNHCR Japan is designed to provide essential support across various functional areas including Protection, External Relations/Fundraising/Partnerships, Private Sector Partnerships, and Administration. The role is flexible, allowing candidates to contribute either part-time or full-time, depending on their availability and the needs of the organization. The selected candidates will work under the supervision of relevant managers and will be involved in a range of activities that support the operational functions of UNHCR Japan. This includes tasks such as translation, research, drafting documents, coordination of events, and administrative support. The position offers a unique opportunity for volunteers to gain insight into the workings of UNHCR Japan, expand their professional networks, and understand the complexities of refugee protection in Japan and globally. The role is particularly suited for individuals who are passionate about humanitarian issues and wish to contribute to meaningful initiatives that support displaced individuals.

Duties and Responsibilities:
The Operations Support Assistant will have a variety of responsibilities that may include: translating documents between English and Japanese, conducting basic interpretation, drafting, editing, proofreading, and formatting written materials, conducting research on legal, policy, market, and operational matters as required by the unit, taking meeting minutes and preparing summaries, supporting event and meeting logistics, handling administrative tasks such as filing and organizing documents, maintaining trackers, and supporting internal coordination among teams. Additionally, the assistant may be required to perform other related duties as assigned by their supervisor. Each candidate will be expected to adapt to the specific needs of the section they are placed in, contributing to the overall effectiveness of UNHCR Japan's operations.

Required Qualifications:
Candidates must possess a high school diploma as a minimum educational requirement. Additionally, they should have a good knowledge of MS Office programs and Internet applications. An interest in refugee issues is essential, and having an educational or career background in relevant areas is considered an asset. Candidates must adhere to the UNHCR code of conduct, including confidentiality rules regarding all activities and tasks undertaken. It is important to note that this is a local opportunity, and candidates must have the necessary legal status in Japan to take up this position. Remote work may be considered, but it will depend on the responsibilities assigned, and full remote work is not acceptable; applicants must reside within commuting distance of the Tokyo office.

Educational Background:
The minimum educational requirement for this position is a high school diploma. This foundational education is essential for performing the various tasks associated with the role, including administrative support, research, and translation. Candidates with further education or specialized training in relevant fields may have an advantage, particularly if they have a background in humanitarian affairs, social sciences, or international relations.

Experience:
This position does not require extensive prior experience, making it suitable for entry-level candidates or those looking to gain experience in the humanitarian sector. However, any relevant volunteer work, internships, or educational experiences related to refugee issues or administrative support will be beneficial. Candidates should demonstrate a willingness to learn and adapt to the dynamic environment of UNHCR Japan.

Languages:
Proficiency in both Japanese and English is required for this position, with the ability to communicate effectively in both written and oral forms. This bilingual capability is crucial for tasks such as translation and interpretation, as well as for drafting and editing documents. While proficiency in additional languages may be considered a plus, Japanese and English are mandatory for fulfilling the responsibilities of the role.

Additional Notes:
This position is classified as a local, unpaid opportunity, and candidates must have the necessary legal status in Japan to take up this position. The role is designed for individuals who can contribute either part-time or full-time, depending on their availability. It is important for applicants to indicate their status of residence in Japan if they are not Japanese nationals. While remote work may be considered, it is limited and candidates must be able to commute to the Tokyo office as full remote work is not acceptable. The position is categorized as entry-level and is aimed at individuals looking to gain experience in the humanitarian field.