Office Operations Specialist, Japan Office

The World Economic Forum (“the Forum”), committed to improving the state of the world, is the international organization for public-private cooperation. The Forum engages the foremost political, business, and other leaders of society to shape global, regional and industry agendas.

Why we are Recruiting

The Japan office has rapidly expanded necessitating dedicated management of operational activities to the office and its Forum staff.

Reporting Lines & Interactions

The successful candidate will report directly into the Chief Representative Officer, Japan and work closely with all colleagues who are Tokyo based. They will liaise extensively with Finance, Procurement, People & Culture and external suppliers/providers of services and support to the Japan office.

Main responsibilities

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Operations

• Manage legal contracts, service delivery, payments by liaising with the legal, accounting and finance and procurement team

• Engagement with external suppliers on:

  • Office facility management
  • Payroll, social insurance
  • Employee Insurance support Japan
  • Legal
  • IT service
• Office IT and equipment management (internet, phone, printer, booths) with local service provider as well as with IT team
• Reception duties of the Japan office
• Collaborate with Forum team providing events support, logistics for Forum visitors to Japan

Accounts and Finance

• Provide administrative support to the Japan team - Consolidating expense reimbursements by coordinate with local service provider and the Finance team
• Managing auditing processes in collaboration with the Forum’s Finance team, Legal compliance process tracking
• New vendor contracts- Procurement
• Assisting in budget planning

Human Resources

• Maintain all updates to the Japan Staff handbook, Holiday calendar and compliance processes in line with Forum policies and guidelines
• Ensure recruitment and other HR processes are effective and in close co-operation with the Forum’s HR team
• New employee, Fellows on/off boarding as per Forum processes
• Fellow contracts- coordinate with HR and Legal
• Plan and organize team development and training.

The successful candidate will be assessed on

• Ability to develop, manage, and coordinate partnerships with internal and external stakeholders
• Ability to work autonomously, ability to develop solutions to complex problems, within a fast-paced environment
• Demonstrated experience documenting and consistently sharing new opportunities, results, and milestones with internal and external stakeholders

Preferred requirements and experience

• Bachelors or advanced university degree or a qualification in related administrative fields
• At least 5 years’ professional experience in an office management, and hospitality functions, ideally in an international environment, with multi-national organisations
• Direct oversight experience, as well as demonstrated knowledge of events coordination, experience with vendors/contract management and ability to manage various projects/initiatives
• Advanced working knowledge of MS Office
• Fluency in English and Japanese - excellent written and verbal communication skills is required in English
• Strong motivation and enthusiasm for the mission of the World Economic Forum
• Detail-oriented, organized and customer-focused
• Collaborative planner and composed under pressure
• Strong interpersonal skills and emotional intelligence, and a high degree of diplomatic sensitivity
• Team player who has a customer-oriented mindset who is willing to support and collaborate with all office staff and is instrumental in creating and maintaining harmonious relations

Why work at the Forum:

The Forum believes that progress happens by bringing together people from all walks of life who have the drive and the influence to improve the state of the world by building awareness and cooperation, shaping mindsets and agendas, and driving collective action. Join us and become a driver for positive change!