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. 

Under the direct supervision of the Project Manager,  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. General Administrative and Operational Support

• Perform general administrative tasks such as ordering office supplies, following up on budget queries, making various reservations as required, placing purchase requisitions, researching for information and reference material, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary.
• Maintain an up-to-date filing system (both hard copy and electronic).
• Keep track of pending matters, flag deadlines, and bring urgent/important issues to the attention of supervisors.
• Maintain team-specific documents and support research activities, as required.
• Handle office temporary badge requests for team members and visitors.

2. Travel, Financial and Procurement Support

• Using SAP, when required, make arrangements for travel, prepare travel authorizations and the related documents are valid and in order.  Assist in completing back-to-office mission reports and claim forms.
• Complete Expense Report procedures after travel requests.
• Handle small procurement for minor office goods and one time payments (e.g., catering, brochure printing).
• Assist in asset management process.
• Process bank transfer requests and communicate with relevant parties of local staff.

3. Meeting and Event Coordination

• Support meeting logistics by preparing background documents and agendas, coordinating attendance with counterparts, assisting with presentation materials, arranging meeting rooms, and taking minutes as needed.
• Manage annual meeting room rental contract negotiation with local office for project-use facilities.
• Coordinate local office meeting rooms reservation requests and negotiate scheduling adjustments.
• Serve as the contact point with the reception desk and manage requests with the conference management team.

4. Communication and Liaison Functions

• Respond to moderately complex information requests and inquiries as necessary, as well as refer queries to appropriate personnel for handling.
• Serve as a communication bridge for media-related matters, including broadcasting checks and liaison with local media, in coordination with the Communication Expert.
• Support the Project Management Unit in the HQ through necessary administrative and communication tasks.
• Facilitate ad-hoc communication with local office staff and other internal or external partners.

5. Project-Specific Logistical Support

• Support deliverables check under the consultation of the Chief Technical Advisor.
• Support the logistics of local events (Tokyo), including scheduling, preparing memos, and attending sessions as required.
• Coordinate communication with PMU regarding expense-related matters.
• Manage SharePoint access control (new user access, changes, deletions) and support recovery of folders and other ad-hoc SharePoint requests.
• Arrange meetings with external parties on behalf of the project team.
• Coordinate rental car arrangements, as required.
• 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 GIRP-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, expected to start from July 2026.

Deadline: Tuesday, 30 June 2026
- Please be informed that CV documents will not be returned.

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