UNIDO (United Nations Industrial Development Organization) is a specialized agency of the United Nations with a unique mandate to promote, dynamize and accelerate industrial development. UNIDO is headquartered in Vienna, Austria, has regional and country offices and specialized Investment and Technology Promotion Offices (ITPOs) around the world, through which various services are provided.

The UNIDO Investment and Technology Promotion Office in Tokyo (UNIDO ITPO Tokyo) is mandated to help developing countries in their efforts to achieve inclusive and sustainable industrial development by promoting foreign direct investment and technology transfer from Japan through a variety of activities, such as investment and technology promotion (delegate programme), seminars and events, technology transfer, capacity building, and activities overseas.

For more details, please visit the website of UNIDO ITPO Tokyo: www.unido.or.jp

Under the supervision of UNIDO ITPO Tokyo Head and officers, the Programme/Team Assistant will perform the following tasks:

1. Assistance to the Head, officers, consultants, and staff on programme and activity planning, preparation, implementation, reporting, and follow-up.

2. Assistance for Travel Requests and Travel Expenses of incoming missions, delegates, fellows, trainees, etc., and also outgoing missions of staff, Japanese public sector, and company counterparts.

3. Assistance with monitoring and updating databases, websites, and SNS.

4. Communication with HQs on a need basis.

5. Qualify for "SAP Enterprise System" knowledge and processing.

6. Preparation of project documents, office brochures, and project activity reports as needed.

7. Preparation of procurement of goods and services for projects (required to take training and pass UNIDO's financial and procurement test online).

8. Monitoring and preparation of invoices for payment, in cooperation with accounting and finance staff.

9. Communication and troubleshooting in English with UNIDO HQs admin staff and finance staff.

10. Administrative tasks:

 - Arrangement of conference services, room, interpreters, car hire and scheduling during Director General and other high-level visits and other events.

 - Arrangement of travel for Head and officers, including flight and hotel arrangements, travel requests and travel expenses on SAP; Travel plan monitoring, including preparation and submission of QTR travel plans.

 - Office equipment, supplies, and goods; inventory list maintenance and monitoring.

11. Othre office duties and assistance to staff on programmes/activities as required.

- Usage of enterprise production systems (i.e. SAP) is an asset.

- General office management experience is desirable.

- Experience working for an international organization or with an international department of a company is a plus.

- Negotiation skills (in English and Japanese) are desirable.

Salary level will be determined according to qualification and UNIDO HQs evaluation (estimated range: JPY 300,000-400,000/month)

(1) Please register your candidacy by creating your profile at UNIDO HQs website: careers.unido.org (* please click the top-right "Sign-In/My Profile")

(2) Please prepare cover letters in English and Japanese and also your CV in Japanese

(3) Please send the PDF of your registered profile (as explained above in (1)) and other prepared materials (indicated in (2) above) by email addressed to itpo.tokyo@unido.org.

(4) After screening and selection, an interview will be organized in-person or online (only short-listed candidates will be contacted for interview)

(5) Contract arrangements will be made by UNIDO HQs HR office in Vienna.

(6) Start the assignment at UNIDO ITPO Tokyo office, expected to start from June 2024.

Deadline: Monday, 18 March 2024

- Please be informed that CV documents will not be returned.

- After the screening, only short-listed candidates will be contacted.