Administrative Assistant

Provides administrative, travel, procurement, asset-management and contract-support services for UNU-IAS in Tokyo. The assistant processes ERP transactions and supporting documents, manages travel requests and claims, coordinates procurement and vendor documentation, maintains asset records, and supports contractual agreements. The role helps ensure compliant, accurate operations under UNU procedures and UN financial rules.

• Support day-to-day procurement, travel, payment and event operations
• Process administrative transactions and follow up on requests and clearances
• Execute buyer-profile functions and prepare purchase orders, contracts and receipts in the ERP system
• Process travel requests, expenses and claims and disseminate travel-policy updates
• Support solicitation, procurement planning, vendor management and tender documentation
• Support asset receipting, registration, physical checks and disposal
• Administer contractual agreements and track contract implementation and payments

• High school diploma with three years of relevant experience, or Bachelor’s degree with one year of relevant experience
• Demonstrated Excel skills or experience using productivity software
• Fluency in English and Japanese

• Relevant experience in an international setting
• Familiarity with PeopleSoft
• Familiarity with the UN system and sustainability issues

• Administrative Operations
• Travel Management
• Procurement
• Vendor Management
• Asset Management
• Contract Administration
• Financial Documentation
• Records Management
• ERP Administration

• Excel
• PeopleSoft
• ERP System

• Applications require a completed UNU P11 Form, motivation statement and tailored questions
• Submissions must be received by 23:59 Japan Standard Time on the deadline
• Selection may include an assessment exercise, competency-based interview, background checks and references