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Poste à pourvoir
Administrative Officer – Regional Representation for Asia and the Pacific – WOAH Tokyo, Japan
| Context |
| The World Organisation for Animal Health (WOAH – founded as OIE) is a leading intergovernmental organisation representing 183 Members worldwide. Through its activities, WOAH makes a decisive contribution to improving animal health, protecting animal welfare and strengthening Veterinary Services. The Organisation provides transparent information on the world’s animal health situation, and promotes international standards, particularly in terms of the safety of trade in live animals and animal products. More information can be found on WOAH’s website. Joining WOAH means taking part in the development of one of the leading international organisations, recognised and associated with other multilateral institutions, in the field of worldwide health. It means helping to build a global approach to health, combining animal and human health in a “One Health” approach. It means joining teams motivated by the impact of their actions, the sense of their collective commitment and their recognised professionalism in their respective fields of expertise. WOAH’s headquarters are based in Paris. The Organisation is present on every continent through 13 Regional or Sub-regional Representations. WOAH has 250 staff members, two-thirds of whom are based at headquarters. The WOAH Regional Representation for Asia and the Pacific, based in Tokyo, Japan, provides regionally adapted services to 32 WOAH Members in the region so that they may enhance the capacity of national Veterinary Services to implement the WOAH standards and guidelines for securing animal health and welfare. This position is located in Tokyo, Japan. |
| Job Description |
| Positioning and reporting Under the authority of the WOAH Director General and immediate supervision of the WOAH Regional Representative for Asia and the Pacific, and in close collaboration with other officers in WOAH Regional Representation for Asia and the Pacific. |
| Job purpose The Administrative Officer supports the daily administrative and clerical running of the Representation, liaising with the rest of the Organisation and external parties to guarantee the smooth coordination of activities. Working within a team of Administrative Officers, he/she contributes to the coordination of the information flow within the team and provides guidance on administrative processes. The Administrative Officer is also in charge of providing logistical support to the organisation and coordination of meetings and/or events managed by the Representation. |
| Missions and activities Working with other Administrative Officers, the incumbent will contribute to the following: 1- Provide general administrative support to the activities of the Representation: – Provide guidance to the team regarding administrative processes – Support the planning and follow-up of the activities and provide updated dashboards as required – Participate in the review and improvement of processes within the team; |
– Provide and update information contents for the team, including the contacts database and management of the Regional Website (including uploading/removing contents) under the direction of technical staff; – Manage filing, scanning and archiving of administrative and technical documents and update registers regularly; – Draft, format, proofread, prioritise and archive incoming and outgoing correspondence and take and orient phone calls; – Manage the stationary supplies and stock for the team. 2- Assist in the logistical management of events – Follow-up and update the schedule of events for the Region; – Liaise with the relevant parties including staff at Headquarters and in the regions, Delegates, experts etc.; – Coordinate the logistic organisation of meetings and events, including coordination of invitations, documents, room-booking and equipment preparation; – Provide assistance to participants, including arrangement of air tickets, accommodation, guidance, payment of travel expenses etc. – Manage catering service providers from ordering to delivery and invoicing; – Participate in the collection and drafting of meeting outcome reports. 3- Support the Accounting Office in the Representation’s accounting – Contribute to the monthly entry of cash and bank transactions in treasury journalsEnsure bank reconciliations; – Seek validation with the Accounting Unit at Headquarters, if necessary, of the accounting and costing allocation – Organise the preparation and transmission of corresponding accounting records to Headquarters Provide support to the preparation of technical documents – Proofread and edit working documents, letters, and reports; – Format, prepare and circulate meeting or mission reports; – Format presentations, working documents and background papers; – Oversee and/or participate to the translation of letters, reports and other relevant documents and ensure quality control of external translations. |
| Requirements |
| Qualifications and Experience Qualifications – Junior college graduate or higher – At least 2 years of professional experience of administrative assistance – Experience in bookkeeping and accounting Requirements Technical skills |
| – Strong computer skills in a Microsoft environment, including Word, Excel, PowerPoint and Outlook, as well as a good knowledge of Adobe Acrobat – Excellent proofreading and editing skills – Good written and verbal communication skills both in English and Japanese Additional skills – Experience with web content management (standard CMS such as WordPress) Interpersonal skills – Friendly and professional demeanour – Excellent communication skillsAccuracy and attention to details – Willingness and ability to work in a multi-cultural environment with sensitivity and respect for diversity |
| Additional Information |
| Working conditions – Salary: JPY 1,800 – 2,000 per hour (Commensurate with qualifications and experience) – Type of contract: WOAH Staff – Fixed-term contract – Duration: One (1) year, renewable – Location: WOAH RR office, Tokyo, Japan – Work hours: From 09:00 to 17:00 (including 60-minutes break) – Overtime may occur at busy periods. Teleworking may be permitted partially depending on the conditions. This post requires flexibility to travel internationally and long hours in a seated position at a computer. |
| General Information WOAH places high value on a multicultural and positive work environment. WOAH is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic origin, gender, opinions or beliefs. This is a full-time position at the WOAH Regional Representation in Tokyo (Japan) that is available from 1st April 2025. If you are interested in the position, please complete your application online by 20 February 2025 at the latest by clicking on the link below. APPLY HERE |