Administrative Assistant

The Administrative Assistant supports cash management, asset management, invoicing, and general administration at the UNU-Centre Tokyo office. The role involves accounting and finance support, cash handling, asset database management, invoicing, travel unit support, and operational duties to ensure efficient administrative workflows.

Responsibilities

• Submit invoices of the ERP’s Payable module, ensuring adherence to financial procedures
• Assist in Year-End closing by preparing finance documentation and raising GL journals following official guidelines
• Create/update manuals for internal use to improve administrative efficiency
• Liaise with other UNU offices and institutes for cost allocation
• Withdraw and deposit cash at the local bank
• Check JPY deposits and provide remittance information for the UNU Treasury
• Check deposits for UNU publications and provide supporting documents for the UNU Treasury
• Prepare bank statements for fund transfer
• Review and update the Asset management database timely
• Review tag number issuance requests and ensure workflow completion for new asset registration
• Prepare and organize documentation for asset additions or disposals
• Verify assets annually and biannually per SOP
• Create, review, or finalize invoices for UNU Centre Tokyo
• Contact other UN agencies for HQ building department billing and irregular cases
• Monitor payment statuses to ensure timely collection of outstanding receivables
• Raise journal entries for inter-office/agency transactions coordinating with billing units and UNU-wide institutes or other UN agencies
• Issue invoice numbers for ad-hoc billing activities and provide necessary information for the Treasury team
• Assist travel unit with creating TR and TC, clarifying travel policy interpretation, and documenting local operational manuals
• Assist in collecting and compiling information for the annual DSA survey
• Prepare and organize documentation for consumption tax exemption
• Create requisitions for HQ building and other UNU Centre Tokyo units
• Assist procurement unit in checking/translating documentation and updating supplier information
• Support other units for internship stipend payments
• Replenish office supplies
• Update UNU intranet for operational manuals and procedures for efficient workflows
• Test or explore ERP system and provide feedback for improvement
• Support domestic and international couriers
• 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 administration work is an asset
• Good Excel spreadsheet skills, including the use of functions and formulas, and experience in handling ERP systems
• Knowledge and experience of 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

• ERP Systems
• Basic Accounting
• Finance Support
• Cash management
• Asset Management
• Invoicing
• Administrative Support
• Travel unit support

Languages

English, Japanese