Administrative Assistant

The Administrative Assistant supports cash management, asset management, invoicing, and general administration at the UNU-Centre Tokyo office. The role involves protocol management with MOFA Japan, HR administrative tasks, finance-related duties, and operational support to ensure smooth office functioning.

Responsibilities

• Manage protocol with the MOFA of Japan including issuing Note Verbale and preparing applications for residential status of non-Japanese staff.
• Maintain updated HR administrative records including staff headcounts, UNDSS registration, certificates of employment, business cards, visa applications, and intranet updates.
• Support finance functions including asset management database updates, cash withdrawals and deposits, invoice issuance, and assistance in year-end closing.
• Perform operational duties such as creating requisitions in ERP, monitoring official mobile phone usage, assisting travel unit with DSA survey, updating tax exemption store lists, and staff welfare fund processes.
• Test and provide feedback on the ERP system for improvements.
• Perform other duties as assigned by supervisor.

Requirements

• Completed secondary education, OR High School Diploma, OR Bachelor’s degree, preferably in Administration, Finance, or a field relevant to the position
• Secondary Education or High School Diploma with 3 years OR Bachelor’s degree with 1 year of experience in administration and finance-related roles.
• Experience in administrative work
• Good Excel spreadsheet skills, including the use of functions and formulas, and experience in handling ERP systems
• Knowledge and experience in basic accounting and finance
• Result-oriented, self-motivated, and “hands-on” with the ability to prioritize work and multi-task
• Fluency in English is required.
• Good command of oral and written Japanese is required.
• Knowledge of another UN official working language is an asset.

Skills

• General Administrative Work
• Excel Spreadsheet Skills
• ERP Systems
• Basic Accounting
• Finance Knowledge
• Cash management
• Asset Management
• Invoicing
• Protocol Management
• HR Administration
• Office Operations Coordination
• Multitasking
• Prioritization

Languages

English, Japanese