Administrative Assistant

Reporting to the Operations Services Manager, the Administrative Assistant is responsible for supporting cash management, asset management, invoicing and general administration work at the UNU-Centre Tokyo office. 1. Accounting and Finance support - Submit invoices of the ERP’s Payable module, thereby ensuring adherence to appropriate financial procedures - Assist in Year-End closing by preparing finance documentation and raising GL journals following the official guidelines - Create/update manuals for internal use to improve administrative efficiency - Liaising with other UNU offices and institutes for cost allocation 2. Cash management - Withdraw and deposit cash at the local bank - Check JPY deposits and provide information on the remittance for the UNU Treasury - Check deposits for UNU publications and provide the supporting documents for the UNU Treasury - Prepare bank statements for fund transfer 3. Asset management - Review and update the Asset management database in a timely manner - Review tag number issuance requests and ensure the whole workflow to register a new asset is completed - Prepare and organize documentation for additions or disposals of the assets - Verify assets annually and biannually in accordance with SOP. 4. Invoicing - Create, review, or finalize invoices for UNU Centre Tokyo - Directly contact other UN agencies for HQ building department for billing and taking care of irregular cases. - Monitor the payment statuses, thereby ensuring the outstanding receivables are collected timely - Raise journal entries for inter-office/agency transactions while coordinating with billing units and UNU-wide institutes or other UN agencies - Issue invoice numbers for ad-hoc-based billing activities and ensure the necessary information is smoothly provided for the Treasury team 5. Support for Travel Unit - Help the travel unit with creating TR and TC when needed, clarification of the travel policy interpretation, and documenting the local operational manuals for efficient procedure - Assist in collecting and compiling the information for the annual DSA survey 6. Operational and administrative duties - Prepare and organize documentation for consumption tax exemption - Create Requisitions for the HQ building and other UNU Centre Tokyo units - Assist the procurement unit in checking and or translating documentation and updating the supplier information - Support other units for internship stipend payments - Replenish office supplies - Update the UNU intranet for the operational manual of mail/courier services and any other procedures for efficient workflows - Testing or exploring the ERP system and giving feedback for improvement - Support for domestic and international couriers 7. Perform other duties as assigned by supervisor. Qualifications: 1) Education and certification: Completed secondary education, OR High School Diploma, OR Bachelor’s degree preferably in Administration, Finance, or a field relevant to the position 2) Required skills and experience: 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. 3) Language Requirements: Fluency in English is required; Good command of oral and written Japanese is required; Knowledge of another UN official working language is an asset.