General affairs manager
General affairs manager
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Job Description
/Hybrid work model
Please check if the candidate has applied for a job at UCB in the past year.
Please make English and Japanese resume combined in one document to submit
If you have any questions please contact recruiting team
Primary Purpose / Regulatory Responsibilities:
As the General Affairs Manager you will lead and take ownership of a wide range of general affairs operations at the Shinjuku office. This includes managing office facilities promoting employee health safety and well-being and proactively handling vendor negotiations issue resolution and improvement initiatives. You will also be responsible for driving business continuity planning (BCP) and sustainability efforts. This role requires not only hands-on execution of daily tasks but also strategic oversight problem-solving skills and the ability to manage stakeholders and respond to employee concerns effectively. The role will be responsible for creating and improving policies & processes & ensuring compliance with legal & company regulations in alignment with the business decision and employee experience.
MAJOR RESPONSIBILITIES
Facility Management at Shinjuku Office:
Lead overall facility operations and ensure a safe efficient and comfortable working environment
Oversee office layout planning maintenance of equipment and cleanliness
Establish and improve systems for managing mail and delivery services
Lead planning and implementation of disaster and fire prevention measures (e.g. evacuation drills emergency supplies fire safety inspections)
Manage inventory and procurement of office supplies
Supervise vendors for shared office equipment (e.g. vending machines copiers) including reviewing contracts and proposing enhancements
Serve as primary liaison with building management company for contracts inspections troubleshooting and improvement proposals
Support our employees
Act as a single point of contact for general operational topics and inquiries from employees.
Review and approve employee requests submitted via internal systems (e.g. facility use and company housing) ensuring compliance with company policies.
Communicate process changes clearly and proactively to employees.
Oversee the day-to-day general affairs operations and ensure timely and appropriate resolution of employee needs maintaining a high standard of service.
Demonstrate ownership and accountability in managing general affairs processes and supporting employee well-being.
Team management
Lead the Local General affairs Team UCB employee & services provider contractors (staffing work planning performance management)
Company Housing and Parking Management:
Take responsibility for managing company residences and parking facilities (only for expat)
Oversee external property management vendors and ensure service quality
Address user inquiries and update internal rules as necessary
BCP (Business Continuity Planning):
Responsible for development updating and internal communication of BCP
Establishing and conducting emergency response drills
Employee Health Management:
Arranging employee health checkups (vendor management creating target employee lists)
Managing health check results follow-up systems for re-examinations and health guidance
Conducting stress checks
Responsible to ensure UCB Japan is compliant with local Health and Safety etc regulation.
Outsourced Operations and Vendor Management:
Lead the management of external general affairs service teams
Conduct regular performance reviews and meetings with vendors partnering with procurement
Drive service quality improvements and renegotiations with staffing firms
Evaluate outsourcing scopes and assess potential for re-delegation
Responsible for set-up of new partners/initiatives upon business needs
Sustainability Leadership:
Monitor and drive reductions in energy usage and waste within office operations
Lead awareness initiatives and campaigns to promote recycling
Collect and report sustainability data for both internal and external stakeholders
Other Responsibilities:
Arranging condolence or celebratory gifts (e.g. telegrams floral arrangements) for employees and their families
Managing information security measures related to general affairs
Managing benefit service providers and welfare programs
Coordinate various global non-life insurance contracts as the local point of contact
Education Level : Bachelors Degree
COMPETENCIES
Required Qualifications:
Over 5 years of experience in general affairs with increasing responsibility
Experience in vendor and outsourced team management including contract negotiation and issue resolution
Proficient PC skills (Excel Word PowerPoint)
Experience in facility management
Responsibility in BCP planning and execution
Business-level proficiency in English (verbal and written)
Skills & Behaviors:
Good listening communication and collaboration skills.
Ability to apply curiosity to all angles and connect the dots to translate needs into solutions managing risk actively.
Strong customer service focus with attention to detail and quality and able to see the big picture and connect the dots.
Continuous improvement mindset well-organized reliable with follow-up and flexible to help where needed.
Experience working in a global matrix-style environment is a plus
Preferred Qualifications:
Experience in team leadership or supervisory roles
Knowledge and practical experience in sustainability-related initiatives
Basic understanding of compliance and occupational health & safety
Valid drivers license()
Occupational Health Supervisor
Process improvement methodologies and project management experience
UCB
UCBUCB8500
UCB
UCBUCBUCB
UCB
UCB
Required Experience:
Manager
Employment Type
Full Time
