Background

The UNV Tokyo Liaison Office (hereafter UNV Tokyo), which represents UNV in Japan, is part of the Partnerships and Communications Division (PCD), and is responsible for all the matters related to the Japan–UNV collaboration, including resource mobilization, mobilization of Japanese UN Volunteers, communications, advocacy and outreach to enhance visibility and recognition of the UNV programme and Japan-UNV partnership in Japan.

The UNV Liaison Analyst is responsible for effective planning and coordination in Japan based on the UNV Strategic Framework and Partnership Strategy, building and maintaining relationships with main partners, effective coordination with UNV HQ, monitoring of the programme implementation and providing substantive inputs to corporate initiatives related to programming and volunteer management.

Duties and Responsibilities

1) Participate and provide support to the coordination and management of the process of assignment identification and matching for candidates for UNV assignments under the “Programme for Human Resource Development in Asia for Peacebuilding” (HRD):

  • Facilitate smooth formal/informal communication among key partners, such as MOFA Japan, UNDP Tokyo, implementing partners and other UN agencies based in Japan to achieve the objectives of the Programme;
  • Liaise closely with UNV Bonn and the Project Manager throughout the entire HRD assignment process;
  • Keep the Ministry of Foreign Affairs of Japan and implementing partners regularly updated and consulted on the post identification and placements;
  • Support the hosting agencies by ensuring timely submission of quality UNV Description of Assignments, interview reports and other documents related to hosting by the participating UN agencies;
  • Support and provide guidance to HRD participants in the preparation for their assignments;
  • Participate in interviews for assessing potential UN Volunteers.

2) Participate and provide support to the coordination and management of  the process of assignment identification and matching for candidates for UN Youth University Volunteers:

  • Effectively liaise with key partners, such as Kwansei Gakuin University (KGU), the Ministry of Foreign Affairs (MOFA) Japan, UNDP Tokyo, other partners to ensure an understanding of UNV’s mandate and the nature of UN Youth University Volunteer assignments;
  • Support the hosting agencies by ensuring timely submission of quality terms of reference, interview reports and other documents related to hosting by the participating UN agencies. Keep all partners regularly informed about the status of the programme;
  • Ensure effective orientation to new volunteers prior to fielding, and debriefing from volunteers upon their return to Japan;
  • Participate in interviews for selecting potential UN Youth University Volunteers if required;
  • Collaborate in the documentation of UN Youth University Volunteers’ achievements and outputs.

3) Support the implementation of resource mobilization (RM) and partnerships building :

  • Support and accompany missions of the Office of Executive Coordinator and other senior personnel from UNV HQ to Japan, including follow-up;
  • Assess resource mobilization opportunities, identify and map current and potential donors in Japan;
  • Analyse key development and sectorial policies currently being discussed and implemented in the country and key donors willing to support these policies in Japan;
  • Provides inputs to and updates outreach/publicity material geared towards partners and donors in Japan;
  • Ensure compliance with partner requirements, including planning and systematized reporting to donors in Japan.

4) Manage administrative matters related to UNV Tokyo:

  • Prepare requisitions, vouchers and supporting documents to facilitate the timely disbursement of expenditures accrued in the UNV Tokyo Liaison Office in close collaboration with UNDP Tokyo and UNV HQ;
  • Negotiate contracts with Japan-based UNV service providers and vendors in accordance with established UNDP policies and procedures;
  • Maintain the budget/financial records of UNV Tokyo Liaison Office.

5) Facilitate knowledge  building and knowledge sharing as required by the organization:

  • Identify and synthesize best practices and lessons learned and communications directly linked to the HRD Programme, Youth University Volunteer initiative and partnership-building activities.

Competencies

Functional Competencies:

Partnerships:

  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.

Resource Mobilization:

  • Ability to identify and organize programmes and projects to implement solutions and generate resources.

Recruiting:

  • Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations to secure quality candidates.

Results-based Management:

  • Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.

Knowledge Management:

  • Ability to efficiently handle and share information and knowledge.

Office Administration:

  • Ability to manage day-to-day office activities to meet operational needs.

Purchase-to-Pay:

  • Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations.

Core Competencies:

Innovation:

  • Ability to make new and useful ideas work.

Leadership:

  • Ability to persuade others to follow.

People Management:

  • Ability to improve performance and satisfaction.

Communication:

  • Ability to listen, adapt, persuade and transform.

Delivery:

  • Ability to get things done.
     

Required Skills and Experience

Education:

  • Master’s Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field, desirable.

Experience:

  • Up to 2 years of relevant experience at the national or international level;
  • Experience in project development and management is highly desirable;
  • Experience in research and policy-level analysis, design, management, monitoring and evaluation of development projects;
  • Previous experience in a civil society setting and/or with volunteer management and/or promotion of volunteerism is a distinctive advantage.

Language Requirements:

  • Fluency in English and Japanese.

Other: 

  • Experience in the usage of computers and office software packages, experience in handling of web-based management systems and advanced programmes for data analysis and social media;
  • Non-Smoking environment.

Note: