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: itpo-tokyo.unido.org

Under the direct supervision of the Project Manager, and in close coordination with the UNIDO Office in Bridgetown,  relevant headquarters units, and project stakeholders, the Team Assistant provides comprehensive administrative, logistical, and operational support to ensure the effective and timely implementation of project activities. Within this framework, the incumbent is expected to work with a high degree of independence in day-to-day operations, exercising judgement in planning, prioritizing and coordinating assigned tasks, while keeping the supervisor informed of progress and escalating issues as required.  

The incumbent is expected to perform the following functions:

1. Mission and Delegate Programme Support

• Coordinate and facilitate logistical arrangements for incoming missions and delegate activities, including liaison with service providers in Japan.
• Communicate with delegates on travel, accommodation, and administrative matters, ensuring timely collection and verification of required documentation.
• Liaise with relevant Japanese Embassies and authorities to support visa processing and related formalities.
• Support the organization of business meetings, matchmaking sessions, and site visits.
• Maintain and update project-related filing systems, databases, and records in both electronic and hard-copy formats.
• Ensure smooth communication and coordination among project stakeholders.

2. Procurement and Administrative Support

• Assist in the preparation and drafting of Terms of Reference (ToR), technical specifications, and procurement-related documentation.
• Support the preparation, review, and processing of procurement documents in compliance with UNIDO rules and procedures.
• Coordinate logistical and administrative arrangements related to procurement activities in Japan and, when required, in beneficiary countries.
• Maintain organized procurement files, documentation, and databases for audit and reporting purposes.

3. Project Implementation Support

• Support project management in coordinating technology transfer activities between Japanese private sector partners and beneficiary countries.
• Maintain regular communication with Japanese companies, beneficiaries, implementing partners, and the UNIDO Barbados Office to facilitate smooth project execution.
• Identify operational issues and provide timely administrative and coordination support to stakeholders. 
• Ensure that assigned activities are carried out in compliance with UNIDO rules, procedures and ethical standards, and flag potential risks or non-compliance issues to the supervisor in a timely manner. 
• Support basic project financial administration, including tracking expenditures, verifying supporting documentation, and liaising with relevant units on payment processing, in line with UNIDO procedures.
• Assist in drafting progress reports, communication materials, and media-related content.

4. Support to ITPO Japan Events and Activities

• Provide logistical and administrative support for ITPO Japan activities, including national and international forums, incoming missions, and capacity-building programmes.
• Contribute to the successful delivery and coordination of events and special initiatives as required.

5. Other Duties

• Perform other related administrative and operational duties as assigned by the supervisor, in line with project needs and organizational priorities.

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

- General office and project 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 May 2026.

Deadline: Monday, 3 April 2026

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

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