Details
Mission and objectives
UNDP’s Tokyo Office has provided crucial support to UNDP projects for sustainable human development. This support is achieved through donor relationships and the provision of liaison service for UNDP Headquarters and Country Offices and is supported by communications and advocacy activities for Japanese constituencies and the general public.
Context
The Procurement, ICT, and Office Support Assistant assignment is based within the UNDP Representation Office in Tokyo, under the Bureau for External Relations and Advocacy. The position provides office-wide services, ensuring high-quality work, accurate, timely, and properly recorded/documented service delivery. The Procurement, ICT, and Office Support Assistant demonstrates a client-oriented approach and an ability to work with people of different national and cultural backgrounds. The Procurement, ICT, and Office Support Assistant works in close collaboration with the Directorate, Public Affairs (PA) unit, and Operations unit to ensure consistent service delivery.
Task description
Under the direct supervision of the Deputy Director, the Procurement, ICT, and Office Support Assistant will
• Support the organization, preparation, coordination, and delivery of events and meetings.
• Procure office supplies, equipment, and other goods and services required for office operations, activities, events, meetings, and high-level missions, in compliance with UNDP policies, procedures, and corporate standards, and maintain purchase orders and contracts.
• Assist suppliers with self-registration and profile updates in Quantum and liaise with external suppliers on related matters.
• Serve as the office focal point for asset, equipment, and inventory management, including maintenance of asset and inventory records, periodic physical verification, and coordination of asset disposals.
• Support the agency country security focal point including updating security-related documents and security asset management.
• Support intern hiring, including application administration, contract issuance, and roster management, and support internship onboarding and separation.
• Support the implementation and maintenance of office ICT systems, hardware, and software in compliance with UNDP ICT policies, standards, and procedures.
• Provide ICT support and coordinate with UNDP HQ and external vendors to ensure effective and efficient ICT services.
• Manage front desk operations, greeting visitors, and answering incoming calls with professionalism and courtesy.
• Support maintaining a clean and welcoming office environment.
• Perform other duties as assigned by the Director and Deputy Director.
• Support the organization, preparation, coordination, and delivery of events and meetings.
• Procure office supplies, equipment, and other goods and services required for office operations, activities, events, meetings, and high-level missions, in compliance with UNDP policies, procedures, and corporate standards, and maintain purchase orders and contracts.
• Assist suppliers with self-registration and profile updates in Quantum and liaise with external suppliers on related matters.
• Serve as the office focal point for asset, equipment, and inventory management, including maintenance of asset and inventory records, periodic physical verification, and coordination of asset disposals.
• Support the agency country security focal point including updating security-related documents and security asset management.
• Support intern hiring, including application administration, contract issuance, and roster management, and support internship onboarding and separation.
• Support the implementation and maintenance of office ICT systems, hardware, and software in compliance with UNDP ICT policies, standards, and procedures.
• Provide ICT support and coordinate with UNDP HQ and external vendors to ensure effective and efficient ICT services.
• Manage front desk operations, greeting visitors, and answering incoming calls with professionalism and courtesy.
• Support maintaining a clean and welcoming office environment.
• Perform other duties as assigned by the Director and Deputy Director.
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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.