WFP Japan Relations Office - Business Support Assistant

Organizational Context

The WFP Japan Relations Office, part of the Public Partnership Division, manages WFP's partnerships in Japan, raises awareness about hunger, and disseminates information on WFP's global activities. This office plays a crucial role in fostering support and understanding for WFP's mission within Japan.

Job Purpose

The Business Support Assistant (G5) will ensure the efficient and smooth operation of the WFP Japan Relations Office by providing comprehensive administrative and logistical support. This role is pivotal in facilitating the office's daily activities, managing routine administrative and financial tasks, and maintaining organized records and databases. The incumbent will be responsible for responding to queries, collecting information for reports, and contributing to process improvements. A key aspect of the role involves maintaining effective communication and relationships with internal and external stakeholders, ensuring accurate information flow and timely service delivery. The position requires a proactive, detail-oriented individual with strong organizational skills and the ability to handle sensitive information confidentially, supporting the overall objectives of the Japan Relations Office in its partnership and public outreach efforts.

Responsibilities

The Business Support Assistant (G5) role within the WFP Japan Relations Office is crucial for ensuring the smooth daily operation of administrative and logistical activities. This position requires a proactive and client-oriented individual capable of handling sensitive information with minimal supervision. Key responsibilities include collecting and analyzing data for reports, managing routine administrative and financial tasks, and maintaining organized records and databases. The assistant will also be responsible for responding to standard queries, proofreading documents, and contributing to the improvement of business procedures. Facilitating procurement processes, liaising with security focal points, and maintaining relationships with various stakeholders are also integral parts of the role. The position demands strong organizational skills, attention to detail, the ability to work under pressure, and proficiency in both spoken and written Japanese, alongside a good understanding of Japanese business customs. Essential skills include data management, financial transaction monitoring, and basic procurement support. The role supports the WFP's mission by ensuring efficient service delivery and effective resource management within the Japan Relations Office, contributing to public awareness and partnership management.

Work Experience

Requires five or more years of progressively responsible work experience within the relevant business stream, including general administrative work.

Skills

Administrative Support, Data Management, Financial Record Keeping, Procurement Facilitation, Communication, Attention to Detail, Problem-Solving, Interpersonal Skills, Client-Oriented Approach, Confidentiality Management, Working Under Pressure, Meeting Deadlines, Independent Work, Team Collaboration, Proactiveness, Adaptability, Japanese Language Proficiency, English Language Proficiency

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