Details

The Regional Office for Asia and the Pacific (ROAP) of the Hague Conference on Private International Law (HCCH) is seeking:

a dynamic and qualified Office Manager (Full-Time)

Since its establishment in 2012, the Regional Office for Asia and the Pacific (ROAP) of the Hague Conference on Private International Law (HCCH) has been promoting greater awareness of the HCCH and its work, including its Conventions and other instruments. ROAP also assists States with the implementation and practical operation of the HCCH Conventions and instruments. Its work covers three main areas: International Family & Child Protection Law; Transnational Litigation & Apostille; as well as International Commercial, Digital, and Financial Law.

ROAP is located in Hong Kong, HKSAR, but is part of the Permanent Bureau (i.e., the Secretariat of the HCCH located in The Hague, the Netherlands). ROAP acts as a regional hub for cooperation on cross-border civil and commercial matters among States in the Asia Pacific Region, as well as between the region and the rest of the world. Its work covers:

Membership & Implementation Support

ROAP offers support to States in the Asia Pacific Region which are considering or are in the process of becoming Members of the HCCH. Similarly, it assists States in the implementation and practical operation of the HCCH Conventions and instruments.

International Cooperation

ROAP closely cooperates with other international, regional, and national organisations, as well as with universities in the region, to promote the HCCH and its work. Key regional partners include APEC, ASEAN, and AAIL, among others.

Meetings & Events

ROAP regularly organises and participates in conferences, workshops, lectures, and other events across the Asia Pacific Region. This has resulted in the formation of a network of regional stakeholders with a strong knowledge of the HCCH Conventions and instruments, composed of academics, judges, lawyers, notaries, officials, and other professionals. In 2014, 2017 and 2023, ROAP’s work was highlighted through “HCCH Asia Pacific Week” conferences.

For more background information, see https://www.hcch.net/en/news-archive/details/?varevent=888

Qualifications required for the position of Office Manager:

• A degree in Business Administration, Management, or a related field, or equivalent work experience.
• Minimum of five years of relevant professional experience, preferably in an international environment, with at least three years of experience handing financial tasks.
• Proficiency in English; knowledge of additional languages (especially Cantonese, Putonghua, and other languages in the Asia Pacific Region) is an asset.
• Strong organisational, communication, and multitasking skills.
• Proficiency in Microsoft Office Suite and other relevant office management software.
• Ability to properly communicate with young people, especially students who come to the office for internships.

Responsibilities:

• Manage daily office operations to ensure smooth functioning of ROAP.
• Assist in organising and coordinating large-scale international / regional conferences (on-site in Hong Kong SAR or online)
• Assist in organising and coordinating smaller events, workshops, and meetings.
• Coordinate administrative activities, including scheduling meetings and managing correspondence.
• Support the ROAP’s projects and initiatives by coordinating with various teams and stakeholders.
• Handle financial tasks such as budgeting, bookkeeping, and reporting.
• Liaise regularly with the offices in The Hague and other Regional Office(s) to ensure consistent communication and workflow.
• Organise archives and contracts, manage office inventory in an appropriate manner, and coordinate outsourcing teams to complete some conference and exhibition tasks.
• Provide general administrative support and undertake additional tasks as required.

Appointment and Duration:

• Type of Appointment: two- year contract with a six- month probationary period, with the possibility of renewal.
• Start Date: As soon as possible.
• Work location: Former French Mission Building, 1 Battery Path, Central, Hong Kong SAR
• Grade: Subject to relevant experience.

Additional Information:
Applicants must be a permanent resident of the Hong Kong SAR.

Application Process:
Interested candidates should submit the following documents:

• Curriculum Vitae (CV)
• Letter of Motivation
• Contact details of at least two references

Please send your application via email to: applications@hcch.net. Incomplete applications and those submitted after the deadline will not be considered.

Deadline for Applications:
Applications must be received by 15 August 2024.

Diversity & Inclusiveness:
The HCCH strives to implement measures relating to diversity, equity, and inclusion in the recruitment of staff, including to actively seek appropriate representation across geographic regions, and from underrepresented Member States, as well as across genders. 

Process:
The short-listed candidates whose applications are retained will be invited to an interview with a Selection Committee. 

Disclaimer:
The PB reserves the right not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description.