Administrative Assistant II (FTA GS-3) - UNU - Shibuya, Japan

The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. Responsibilities 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. Protocol management with the MOFA of Japan - Issue Note Verbale to register or update staff members, the official car, and other official information with MOFA - Prepare applications for the residential status of non-Japanese staff members under diplomatic or official status, and contact them directly to ensure accuracy and timeliness - Clarify the latest requirements and update the manuals regularly by contacting the Protocol Office of MOFA of Japan 2. Administrative work of HR for the UNU Tokyo office - Maintain an updated list of all the Tokyo office headcounts every month for the security list, application forms for immigration, the report for the Environment Management, or any other documentation officially required - Assist staff in registering their profile in the UNDSS system - Issue certificates of employment when requested - Order business cards - Update and share the floor map every month by liaising with the units across the UNU Centre Tokyo. - Assist non-Japanese staff in visa application - Update the intranet for the operational manuals and the various information for efficient administrative procedures 3. Administrative work of Finance - Payments: 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. - Cash management: Withdraw and deposit cash at the local bank in a timely manner by liaising with the requesting unit; Help the Treasury team identify the deposits in JPY transactions when requested; Issue invoice numbers for ad-hoc-based billing activities and ensure the necessary information is smoothly provided for the Treasury team - General accounting: Assist in Year-End closing, including financial documentation, following the official guidelines 4. Operational duties - Create Requisitions in the ERP system - Monitor personal usage of official mobile phones, provide the data for the respective users every month, and liaise with the HR team for payroll adjustments - Assist the Travel Unit in collecting and compiling the information for the annual DSA survey - Update the list of stores designated by MOFA for tax exemption - Assist in the staff welfare fund process, such as payments, and update of staff information - Prepare and organize documentation for consumption tax exemption - Testing or exploring the ERP system and giving feedback for improvement 5. Perform other duties as assigned by supervisor. Qualifications - 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 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.