Procurement, ICT, and Office Support Assistant

Organizational Context

The United Nations Development Programme (UNDP) operates in 170 countries, focusing on sustainable development and poverty reduction. The Bureau for External Relations and Advocacy (BERA) strategically positions UNDP through partnerships and communications. The Representation Office in Tokyo, one of six such offices, supports BERA's mandate by managing relationships, mobilizing resources, and providing programme support within Japan.

Job Purpose

This role supports the UNDP Representation Office in Tokyo by providing essential office-wide services. The Procurement, ICT, and Office Support Assistant ensures high-quality, accurate, and timely delivery of services, maintaining proper documentation. The position requires a client-oriented approach and the ability to collaborate effectively with diverse individuals. Working closely with the Directorate, Public Affairs unit, and Operations unit, the incumbent contributes to consistent and efficient service delivery, supporting the office's overall objectives and operational needs.

Responsibilities

The Procurement, ICT, and Office Support Assistant, under the Deputy Director's supervision, will manage procurement of office supplies, equipment, and services, ensuring compliance with UNDP policies. Responsibilities include assisting suppliers, managing office assets and inventory, and supporting the country security focal point. The role also involves supporting intern hiring processes, from administration to onboarding. Additionally, the assistant will maintain and support office ICT systems, hardware, and software, providing technical assistance and coordinating with HQ and vendors. Front desk operations, visitor reception, and maintaining a welcoming office environment are also key duties, alongside performing other assigned tasks.

Work Experience

A minimum of three years of relevant professional experience in office support, coordination, and administration is required. Experience in organizing events, managing logistics, and handling documentation is essential. Proficiency in Microsoft Office applications is necessary. Experience in procurement and IT support, along with familiarity with databases or ERP systems, is considered an asset.

Skills

Key competencies include accountability, achieving results, adaptability, building trust, client orientation, commitment to learning, communication, ethics, integrity, respect for diversity, professionalism, self-management, and teamwork. Technical skills in administration, information technology, telecommunications, logistics, and procurement are also important for this role.

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