The OIST Ombuds Office provides a safe environment for employees and students to voice questions and concerns, so that employees and students are aware of alternatives by which to assert their rights and interests and seek resolution of problems and conflicts.
The Assistant Ombudsperson will provide a contact point for students and employees of any kind (including all administrative, technical and academic staff) seeking assistance from the Ombuds Office. While some visitors to the Ombuds Office may choose to contact the Ombudsperson or Associate Ombudsperson directly, others may choose to contact the Assistant Ombudsperson first.
When contacted, the Assistant Ombudsperson assesses the person’s situation and needs. The Assistant Ombudsperson, where appropriate, independently provides sufficient guidance at the time of contact to resolve the concern. The Assistant Ombudsperson, may also refer the visitor to the Ombudsperson or Associate Ombudsperson, and assists the visitor to prepare for appointments,
The Assistant Ombudsperson also provides analytical and programmatic input, identifying and analysing problem trends and organizational issues brought to the office.
In all matters, the Assistant Ombudsperson will use independent judgment, maintain a high level of professionalism and initiative, and adhere to the International Ombudsman Association (IOA) Standards of Practice of confidentiality, informality, neutrality and independence.
The position is part-time (open for discussion to set standard work hours in the range of 0.4-0.6). If the Assistant Ombudsperson works in another role at OIST, they must be able to keep the roles separated, and treat any knowledge obtained in the role as Assistant Ombudsperson in the strictest confidence.
1. As a point of contact for the Ombuds Office, the Assistant Ombudsperson receives information regarding the nature of the concern. As appropriate, assists visitors to prepare for meetings with the Ombudsperson or Associate Ombudsperson by helping to clarify situations and needs. As part of preparation, researches relevant OIST policies, rules and procedures.
2. Provides impartial, informal, independent and confidential ombuds services in cases of moderate complexity. Refers persons to the Ombudsperson or Associate Ombudsperson as required.
3. Provides support for Japanese language users in situations requiring the involvement of the Ombudsperson, to assist with communication.
4. If appropriate, at the time of contact, independently provides guidance to other campus resources.
5. Jointly responsible for data gathering and analysis (including collecting and analysing anonymised data for reporting trends and making recommendations for systemic/organizational changes), assists with annual report preparation.
6. Assists in the preparation of educational materials concerning the office (in English and Japanese). Prepares and gives presentations publicizing the office. Manages website content.
1. Excellent spoken and written Japanese (native level proficiency) and English (advanced level proficiency).
2. A track record of professional handling of confidential and sensitive people related matters, preferably in large-scale international organization
3. Experience in dealing with people seeking to voice concerns or needing confidential assistance.
4. Familiar with Japanese Labor Laws
5. Willing to undertake and available for training in the role of Ombuds Office professionals, based on the code of ethics and standards of practice of the International Ombudsman Association.
6. Understanding and commitment to the OIST mission and vision.
1. Working experience to deal with Japan Labor Standard Office
2. Thorough understanding of OIST policies, rules and procedures especially those for resolving issues.
3. University degree in a relevant field or equivalent work experience.
4. Ability to translate documents from English to Japanese.
5. Experience working or studying abroad.
6. Knowledge of the role of Ombuds Office professionals, based on the code of ethics and standards of practice of the International Ombudsman Association.
Term & Working Hours
As required: 40-60% FTE.
Compensation & Benefits
In accordance with the OIST Part-time Employee Compensation Regulations
Annual paid leave
Worker’s accident compensation insurance (roudousha-saigai-hoshou-hoken)
How To Apply
Apply by uploading your submission documents HERE*.
*This is a secure file uploading system for handling confidential materials.
If you have any questions, please contact us at recruiting[at]oist.jp.
(replace [at] with @ before using this email address)
HR Recruiting Support Section
Cover letter in both English and Japanese
Curriculum vitae in both English and Japanese
Names and contact information of 1~3 referees when required, one of which should be a previous employer
* Please be sure to indicate where you first saw the job advertisement.
Application Due Date
- OIST Graduate University is an equal opportunity, affirmative action educator and employer and is committed to increasing the diversity of its faculty, students and staff. The University strongly encourages applications from underrepresented groups.
- Information provided by applicants or references will be kept confidential, documents will not be returned. The personal information you provide will only be used to recruitment selection.
- Please view OIST policy for rules on external professional activities
- Further details about the University can be viewed on the OIST website www.oist.jp.