Executive Assistant

March 8 2026

Hardship Level (not applicable for home-based)

H (no hardship)

FamilyUNOPS LICA4

General Background

Japan is one of UNHCRs longstanding supporters and key governmental donors playing a critical role in supporting efforts to address global displacement and to advance the Global Compact on Refugees (GCR). UNHCR Japan based in Tokyo works to mobilize support for forcibly displaced and stateless persons by engaging the government and the people of Japan. UNHCR Japan collaborates with a wide range of partners incuding government municipalities parlamentariians civil society international organizations embassies private sector academic institutions based on a whole-of-society approach.

Background Information: Job Specific

The position is part of the executive office and directly reports to the Representative. The incumbent provides comprehensive executive support ranging from administrative secretarial and organizational support to the Representative and assists the execution of his/her representational duties. Key responsibilities include liaising and coordinating with external stakeholders as well as maintaining close coordination with the Regional Bureau Headquarters and internal office teams. The role will support the effective and smooth delivery of representational functions including external engagement while assisting in partnerships development strategic analysis and cross-functional activities and coordination. The position may be required to play a focal point role for specific activities and initiatives assigned by the Representative.

The position will draft and review various external and internal documents hence possession of a high level of proficiency in English and Japanese (both written and oral) is critical. Advanced skills in preparing PowerPoint presentations and using Microsoft applications are critical. The role will also focus on supporting the development and strengthening of partnerships across various sectors including private sector to assist the offices goals which will involve research liaison logistics and knowledge sharing. The incumbent is expected to assist the Representative with information management and analytical work compiling global situational updates political and socio-economic analysis and data gathering for evidence based strategy setting.

The role will involve direct interaction with staff members and engagement with teams of high-ranking officials both within and outside UNHCR. Strong communication and interpersonal skills stakeholder management capabilities and political and cultural awareness are essential for this role. Integrity adherence to UN values high standard of conduct and professionalism are essential for this function.


Purpose and Scope of Assignment

Under the direct supervision of the Representative the responsibilities include:
Provide executive support to the Representative to enable effective representational functions and day-to-day decision-making through secretarial and administrative assistance.
Coordinate review and edit prepare presentations speeches and talking points for the Representative and his/her Deputy. Provide informal translations when needed.
Arrange internal and external meetingsincluding those involving high-ranking officialshelp prepare agendas coordinate briefers draft talking points take minutes and track action points to closure. Accompany the Representative as needed
Draft correspondence documents and reportssome confidentialon routine matters and/or for clearance by the supervisor and ensure follow-up.
Identify and prioritize matters requiring the Representatives urgent attention; analyze and summarize key points with recommended actions.
Manage the flow of information: receive screen log route and track correspondence; maintain a follow-up system to ensure timely action by responsible Section Heads.
Assist in preparation of mission programmes and coordinate logistics for high-level missions and office events. Ensure effective preparation and observation of protocol.
Assist and/or undertake stakeholder mapping and explore opportunities for representational external engagement. Engage with stakeholders and provide information on UNHCRs activities when needed.
Assist in compiling and analyzing UNHCRs thematic reports situation reports and other materials as required.
Assist in undertaking political and socio-economic analysis in the context of Japan that are relevant to UNHCR as required.
Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility (s).
Support cross-functional Offices activities and events and office management including logistical administrative and procurement arrangements.
Support and execute tasks related to procurement finance and administrative matters of the office
Perform other related duties as required.


Monitoring and Progress Controls
- Regular meetings and annual performance evaluation with a mid-term review

Qualifications and Experience

a)Education
Undergraduate degree
Desirable: International Relations; Law; Political Science or other relevant field.

b)Work Experience
Minimum one year relevant work experience in the public private sector and/or non-profit sector.


Experience with business sector and/or public sector in Japan.
Exposure to an international environment and/or with humanitarian or development organizations.
Ability to produce high-quality written materials tailored to specific audiences in English and Japanese.
Ability to work both indepedently and in team and manage pressures with flexiblity and adaptability.
Ability balance different and sometimes competing needs and deadlines.
Experience in coordinating multiple stakeholders with an ability to multi-task manage time and thrive in a high-pressure environment.
Experience working in a multi-cultural environment.
Knowledge of partnerships fundraising and/or relationships with donors and/or external partners and/or marketing and communications.
International experience is an asset.

Standard Job Description

Required Languages

English

Japanese

Desired Languages

Additional Qualifications

Skills

Adaptability Building Partnerships Data Compilation Donor Relations Drafting Correspondence Executive Support External Stakeholders Flexibility Fundraising Humanitarian Assistance International Development International Exposure Logistics Marketing Meeting Organization Office Administration Organizing Presentation Preparations Priority Management Researching Stakeholder Management Teamwork Time Management Working Independently

Education

Bachelors (Required)

Certifications

Work Context: Support Function

Other information

This position doesnt require a functional clearance

Remote

No