Administrative Assistant

Organizational Context

The United Nations Information Centre (UNIC) Tokyo, established in 1958, serves as the UN's communication arm in Japan. It disseminates UN information, organizes outreach, and manages media relations. UNIC Tokyo is also responsible for implementing the Japan-based component of the Expo 2025 legacy project, amplifying the impact of the UN's presence. The Administrative Assistant will support the Centre's mission by ensuring smooth operations, focusing on administrative and logistical arrangements for the Expo 2025 legacy project and other initiatives.

Job Purpose

The Administrative Assistant will provide crucial administrative and logistical support to the United Nations Information Centre (UNIC) Tokyo, ensuring the effective functioning of the Centre. This role is vital for supporting the Centre's mission of disseminating UN information and promoting understanding of its mandate to the Japanese public. A key focus will be on assisting with activities related to the Expo 2025 legacy project. The incumbent will contribute to financial management, human resources procedures, procurement, and inventory management, alongside general office support. By managing these administrative functions, the UN Volunteer will directly contribute to UNIC Tokyo's efforts in promoting the Expo 2025 legacy, UN values, and global issues, fostering greater public engagement in Japan.

Responsibilities

Provide comprehensive administrative and logistical support for the Expo 2025 legacy project and related initiatives. This includes arranging logistics for seminars, events, and conferences, managing catering, transportation, and material shipping. Coordinate logistical arrangements for visits by high-ranking officials connected to the project. Assist with financial processes, including vendor payments and petty cash management, under guidance. Support procurement activities by conducting market research and liaising with vendors. Assist with personnel-related matters such as recruitment and onboarding. Manage office equipment inventory and procurement. Facilitate the allocation and disposal of IT assets. Perform leave and attendance management, maintain team calendars, and handle mail and documentation. Update distribution lists, prepare and distribute project-related materials, and maintain physical and electronic files. Manage office space organization and perform ad-hoc administrative tasks as required.

Work Experience

A minimum of three years of relevant administrative experience is required. This includes practical experience in financial administration, procurement procedures, and personnel processes. Proficiency in Microsoft Office applications and strong organizational, communication, and problem-solving skills are essential. Experience in logistical coordination for high-level visits and managing office inventory is also necessary. Experience within the UN or other international organizations is considered an asset.

Skills

Key competencies include accountability, adaptability, flexibility, creativity, judgment, decision-making, planning, organizing, professionalism, and self-management. Technical skills required are in administration, procurement and contracting, and logistics and inventory management. Strong computer literacy and proficiency in Microsoft Office are also essential.

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