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 Team Assistant (Accounting/Procurement) will perform the following tasks:

[Accounting/Procurement]

1. Qualify for “SAP Enterprise System” knowledge and processing.

2. Processing of invoices, creating shopping carts and purchase orders using the “SAP Enterprise System”.

3. Daily communication and troubleshooting in English with UNIDO HQs staff of admin and finance sections.

4. Communication with vendors and MOFA Japan on UN tax exemption procedures.

5. Management of office assets, property survey & management, reporting of expendable/non-expendable equipment, inventory control & insurance.

6. Payment of invoices online monthly.

7. Management of petty cash and processing payments of incidental expenses for office staff or vendors.

8. Preparation and submission to UNIDO HQs of accounting and bank balance reports each month.

9. Communication with UNIDO-designated banks in Tokyo (confirmation of incoming wire transfer from HQs, monitoring bank balances, online banking troubleshooting, etc.).

10. Periodic and yearly budget planning and review (with Officers).

[Other Admin tasks]

1. Arrangement of conference services, rooms, interpreters, car hire and scheduling during the visits of UNIDO Director General and HQ high-level officials.

2. Arrangement of travel for UNIDO ITPO Tokyo Head and Officers, including flight and hotel arrangements, paperwork to plan and settle travel expenses, travel plan monitoring.

3. Purchase of office equipment, supplies and goods and inventory list maintenance and monitoring.

4. Signatory registration and management of stamp seal.

5. Office telephone system management.

6. Dispatching of email UNIDO newsletter (with Officers and Assistants) and management of recipients' database.

[Other office duties and assistance to staff on programmes/activities as required]

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

- 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.

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

- Assistance with monitoring and updating databases, website, and SNS.

- 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 July 2024.

Deadline: Monday, 27 May 2024

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

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