Administrative Assistant

Delivery of information on United Nations to the Japanese public to promote understanding of the organization’s mandate and its work.

United Nations Information Centre (UNIC) Tokyo has served as the communication arm of the United Nations in Japan since its establishment in April 1958. The Centre plays a key role in disseminating UN information to Japanese audiences, organizing outreach activities, and coordinating media engagements for senior UN officials visiting Japan. UNIC Tokyo also shares UN contents and important UN-related global issues through multiple platforms, including websites and social media to the public in Japan. In 2026, UNIC Tokyo is responsible to implement a Japan-based part of the project to preserve the Legacy of the United Nations Participation in the World Exposition (Expo) 2025 in Osaka, Kansai, Japan, and amplifying the Impact of a Successful UN Pavilion and Presence. The Administration Assistant will support the Centre’s mission by performing a wide range of administrative and logistical arrangements to ensure the Centre functions smoothly and effectively, including support for activities related to Expo 2025 legacy project and associated initiatives. Working closely with the Senior Administrative Assistant, the UN Volunteer contributes to a broad range of responsibilities, including financial management, human resources procedures, procurement for communication and project-related activities, and inventory management, as well as performing various ad-hoc office support tasks as required. The role also includes logistical arrangements for visits by high-ranking officials, helping to prepare seminars, events, and conferences in collaboration with the communication team as necessary. By supporting the administrative backbone of UNIC Tokyo, the UN Volunteer contributes to UNIC Tokyo’s efforts to promote the Expo 2025 legacy project and associated initiatives, the values and work of the United Nations to the public in Japan, fostering greater understanding and engagement with global issues. The Administration Assistant will work closely with UNIC Tokyo members and may supervise interns.

Within the delegated authority and under the supervision of Senior Administrative Assistant in the UNIC Tokyo or her/his designated mandated representative(s), the Administrative Assistant will: - Provide administrative and logistical support related to Expo 2025 legacy project and its legacy initiatives. - Provide administrative and logistical arrangements for seminars, events, and conferences in and outside Tokyo related to Expo 2025 legacy project including catering and transportation arrangements, shipping materials, in collaboration with the communications team as needed. - Coordinate logistical arrangements for visits by high-ranking officials in connection with Expo 2025 legacy project and provide assistance to the Senior Administrative Assistant as required. - Assist with financial processes related to Expo 2025 legacy project under the guidance of the Senior Administrative Assistant. - Provide administrative and logistical support and assist with financial processes for various processes under the guidance of the Senior Administrative Assistant, including vendor payments and petty cash transactions, event arrangements and high-ranking officials' visits for overall operation of UNIC Tokyo to assist the Senior Administrative Assistant as required. - Support procurement activities by conducting market research and liaising with external vendors throughout the solicitation process. - Support personnel-related matters, including recruitment activities and arrangements for onboarding, separation, and other HR-related processes. - Assist in resolving technical issues in coordination with the local IT support. - Manage inventory and procure office equipment and supplies required for project-related activities. - Facilitate the allocation and disposal of software, IT assets, and office equipment in coordination with IT support teams and external vendors. - Perform leave and attendance management and maintain team calendars and schedules supporting ongoing project activities. - Handle mail and documentation related to project activities; follow up on pending actions as necessary, coordinate shipment arrangements, courier services, receipts, and pouch processing. - Maintain and update distribution and email lists; prepare, monitor, and distribute materials and reports related to project activities, including arrangements for printing and translation when necessary. - Maintain physical and electronic files and databases for the work unit. - Manage office space organization and support workspace logistics. - Perform ad-hoc administrative tasks with flexibility as required. - Perform other duties as assigned.