The Procurement, ICT, and Office Support Assistant assignment is based within the UNDP Representation Office in Tokyo, under the Bureau for External Relations and Advocacy. The position provides office-wide services, ensuring high-quality work, accurate, timely, and properly recorded/documented service delivery. The Procurement, ICT, and Office Support Assistant demonstrates a client-oriented approach and an ability to work with people of different national and cultural backgrounds. The Procurement, ICT, and Office Support Assistant works in close collaboration with the Directorate, Public Affairs (PA) unit, and Operations unit to ensure consistent service delivery.

Under the direct supervision of the Deputy Director, the Procurement, ICT, and Office Support Assistant will 

• Support the organization, preparation, coordination, and delivery of events and meetings. 

• Procure office supplies, equipment, and other goods and services required for office operations, activities, events, meetings, and high-level missions, in compliance with UNDP policies, procedures, and corporate standards, and maintain purchase orders and contracts. 

• Assist suppliers with self-registration and profile updates in Quantum and liaise with external suppliers on related matters. 

• Serve as the office focal point for asset, equipment, and inventory management, including maintenance of asset and inventory records, periodic physical verification, and coordination of asset disposals. 

• Support the agency country security focal point including updating security-related documents and security asset management. 

• Support intern hiring, including application administration, contract issuance, and roster management, and support internship onboarding and separation. 

• Support the implementation and maintenance of office ICT systems, hardware, and software in compliance with UNDP ICT policies, standards, and procedures. 

• Provide ICT support and coordinate with UNDP HQ and external vendors to ensure effective and efficient ICT services. 

• Manage front desk operations, greeting visitors, and answering incoming calls with professionalism and courtesy. 

• Support maintaining a clean and welcoming office environment. 

• Perform other duties as assigned by the Director and Deputy Director.

• Minimum of 3 years of relevant professional experience in office support, coordination, and administration or closely related fields. 

• Experience in the organization and coordination of meetings, events, trainings, including logistical arrangements and documentation. 

• Strong organizational and coordination skills, with the ability to manage multiple tasks, prioritize work, and meet deadlines. 

• Excellent interpersonal and teamwork skills, with cultural sensitivity and the ability to work effectively in a multicultural and multidisciplinary environment.

• High level of professionalism, attention to detail and accuracy, particularly in document drafting and information management. 

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint). 

• Experience in procurement and IT support is an asset. 

• Familiarity with databases, enterprise resource planning (ERP) systems and information management tools is an asset.

Bachelor's degree in Business Administration, Management, Social Sciences, International Relations, Information Technology, or other relevant fields.

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https://app.unv.org/opportunities/1784888021270830