WFP Japan Relations Office - Business Support Assistant G5

The incumbent will be responsible to delivering a wide range of administrative and business support activities to facilitate effective service delivery. The role requires producing accurate and organized work with minimal supervision, maintaining effective communication, and demonstrating a proactive, client-oriented approach with the ability to handle sensitive and confidential matters.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• Collect information for inclusion in reports, documents and correspondence, to support the effective work of other staff.

• Respond to standard queries and provide timely and accurate guidance.

• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.

• Manage and maintain records and databases, to ensure information is organized and readily available for staff.

• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.

• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.

• Contribute to improvement of business procedures and processes.

• Collect and perform basic analysis of data to contribute to quality business information management.

• Facilitate procurement processes for the office.

• Liaise with UNDSS focal points regarding security matters.

• Perform other assigned tasks as required.

• Ability to organize and maintain data, identify data discrepancies, and solve problems.

• Ability to monitor and record financial transactions and budget expenditure.

• Some knowledge of procurement processes and experience supporting events and travel, including engaging with vendors and service providers.

• Good communication and coordination skills, strong attention to detail, ability to maintain confidentiality, work under pressure and meet deadlines.

• Ability to work independently with various teams. Proactive, flexible and customer-oriented attitudes. Motivation to learn and adapt to a dynamic and evolving work environment.

• Native-level proficiency in spoken and written Japanese is essential, with a strong understanding of Japanese business customs.  

• Ability to develop and maintain relationships with a range of individuals.

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.

• Ability to use standard office equipment such as photocopiers and scanners.

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Language: Written and spoken communication in English language (Level C).

• Knowledge of standard office software packages, e.g. Microsoft Word and Excel.

Only applications received in English will be considered.

Our selection process follows a structured approach and includes the following steps: 

• Application to vacancy announcement.

• A language assessment, technical assessment and competency-based interview will be used to evaluate the essential requirements.

• At a later stage, candidates will be required to submit conflict‑of‑interest; personal disclosure forms, academic certificates, references, as part of the mandatory background checks.