Office of the Executive Director (OED) Assistant "NEW"

Office of the Executive Director (OED) Assistant

The vacant position is as below:

Level(Grade):GS5
Duty Station:
International Organizations Center 5F Pacifico-Yokohama, 1-1-1 Minato-mirai, Nishi-ku, Yokohama, Japan

Date of Entry on Duty:
1 March 2025~

Duration of Assignment:
Fixed term one year renewable contract thereafter

Deadline for application: 24 January 2025

▽ DUTIES AND RESPONSIBILITIES ▽

Under the direction and supervision of the Executive Director:

• Provide a broad variety of administrative tasks that include drafting and preparing official correspondence, managing the Executive Director’s schedule, completing expense claims/reports, arranging detailed travel plans, itineraries and agendas and compiling documents for meetings;
• Manage the Executive Director’s appointment schedule and calendar by planning and scheduling business and personal meetings, conferences, teleconferences, as well as coordinating and booking travel arrangements;
• Support the Executive Director in preparing for meetings including preparation of meeting materials, drafting notes/minutes at physical/virtual meetings, monitor meeting progress, conduct follow-up as necessary and draft necessary correspondence;
• Remind and keep the Executive Director well informed of upcoming commitments and responsibilities and following up appropriately;
• Be attentive to daily mail/e-mails addressed to the Executive Director/Office of the Executive Director, alert the Executive Director promptly on matters needing immediate attention, and file appropriate documents accordingly;
• Manage timely communications going from the Office of the Executive Director upon instructions from the Executive Director;
• Answer and direct phone calls, and appropriately relay important information promptly and effectively;
• Welcome expected visitors and for unexpected visitors, identify the purpose of their visit before directing them to the Executive Director or other relevant division;
• Manage sensitive matters with total confidentiality and discretion;
• Assist in the administration of personnel/human resource matters;
• Conduct necessary research into specific matters as directed by the Executive Director;
• Support the Sessions of the Council and Associated Sessions of the Committees and Working Groups; and
• Perform any other duties as may be assigned from time to time.

QUALIFICATIONS AND EXPERIENCE:

• Excellent verbal and written skills in English and good knowledge of verbal and written skills in Japanese. 
• Must be a national of an ITTO Member Country;
• Suitable university degree;
• More than three years of relevant professional experience in assisting high management executives in other organizations; 

SALARY:
ITTO offers salaries and allowances based generally on the United Nations system.  Appointments are subject to the ITTO Staff Regulations and Rules.

APPLICATION:
Written applications including a cover letter explaining how the candidate meets the required qualifications and a resume should be sent no later than 24 January 2025.  

Please note that only applicants who are short-listed will be contacted.

*The Executive Director reserves the right to make this appointment at a different level than advertised.