Operations Associate (G-6), FT, #00071923, Public Partnerships Division - Tokyo, PPD (Open to Japanese nationals only)

The job provides office management, budget and human resources support to the PPD Asia Pacific Pillar, one of the 3 PPD geographic pillars alongside Brussels and Washington DC.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to a Future

The job provides office management, budget and human resources support to the PPD Asia Pacific Pillar, one of the 3 PPD geographic pillars alongside Brussels and Washington DC.

How can you make a difference?

Under the supervision and guidance of the Director, PPD Asia Pacific Pillar, the Operations Associate provides office management, budget and human resources support to the PPD Asia Pacific Pillar, one of the 3 PPD geographic pillars alongside Brussels and Washington DC.

Under the supervision and guidance of the Director, PPD Asia Pacific Pillar, the Operations Associate is responsible for fulfilling the following functions and tasks in support to Income, Influence, Insight and Stewardship.

Financial Management

Manage the cost-effective and appropriate utilization, protection, and accounting of organizational resources in accordance with the organization’s policies, procedures, rules, and regulations. This includes, but is not limited to:

• Preparing and finalizing cost estimates, budget proposals, and performance reports, ensuring accuracy and alignment between approved budgets and expenditures.
• Monitoring, recording, and reconciling financial transactions, balances, and statements, and making adjustments as needed to maintain compliance and accuracy.
• Verifying and analyzing financial data across allotments, ensuring consistency, completeness, and proper documentation for reporting and audits.
  
  

Staff Support

Under the supervision of the Director, provide support on HR matters, including but not limited to:

• Planning and assisting in the end-to-end recruitment process for staff, interns, individual and institutional consultants, and vendors.
• Interpreting and processing entitlements, and maintaining personnel records and files, including attendance and leave for staff members as well as issuing contracts for interns and individual and institutional consultants,
• Supporting national and international travel arrangements for PPD Asia-Pacific staff based in Tokyo.
  
  

   Procurement & Facility Management

Manage efforts related to procurement and facility management, including but not limited to:

• Acquiring all expendable and non-expendable property, ensuring procurement is conducted in accordance with the organization’s rules, regulations, and procedures.

• Managing inventory, including utilization and disposal.
• Ensuring an efficient and conducive IT environment by liaising with HQ and external service providers and providing on-site troubleshooting as needed.
  
  

Communication and Engagement

Under the supervision of the Director, support efforts to enhance UNICEF’s visibility, communication, and engagement. This includes, but is not limited to,

• Facilitating and supporting the preparation of communication and visibility materials developed by the PPD Asia-Pacific Office in Tokyo.
• Maintaining UNICEF communication platforms, including websites, intranet, and social media accounts.
  
  

If you would like to know more about this position, please review the complete Job Description here:  JD - Operations Associate - G6, Tokyo.pdf

To qualify as an advocate for every child you will have… 

Minimum requirements:

• Education: Secondary Education in Administration, Finance, Human Resources, Procurement, Communications and any other related fields.
• Work Experience: At least 6 years of relevant work experience in Administration, Operations, Programme Management, Financial Management, Staff Support, Procurement, Facility Management, Communication and Engagement. and any other related fields.
• Skills: Accounting, Financial Management, Financial Monitoring, Logistics, Partnerships, Reporting.
• Language Requirements: English - Proficient and Japanese (written & verbal) is required.

Desirables:

• Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish).
• Confidentiality, Multicultural, Fluency, Initiative, Judgment
• Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts. 

For every Child, you demonstrate...

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

This Vacancy is open for internal and external candidates. 

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

Eligible staff members on fixed-term, continuing or permanent contracts applying to IP TA positions in a duty station designated as L2/L3, may be able to retain a lien and their fixed-term entitlements, subject to approval by their Head of Office. The conditions of the temporary assignment will vary depending on the status of their post and relocation entitlements may be limited as per the relevant policies.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.