Project Assistant

The Project Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support under the supervision of the Lead Project Manager and Head of ITPO Japan. The role involves managing correspondence, assisting in project implementation, budget monitoring, and administrative tasks to support sustainable industrial development projects.

Responsibilities

• Screen incoming mail and draft replies for supervisor’s signature on non-technical aspects; provide relevant background/project information and follow up on pending matters.
• Screen phone calls and visitors; respond to complex information requests and refer queries appropriately.
• Draft routine and non-routine correspondence on administrative and/or technical cooperation matters; proofread and edit documents for accuracy and compliance with UNIDO standards.
• Assist in preparation of papers and presentations by extracting/summarizing statistics and compiling background information for project identification and formulation.
• Initiate exercises related to project implementation such as budget revisions, obligation reviews, re-phasing, extensions, and issuance of project allotment documents.
• Interpret and consult on application of financial procedures, UNIDO Administrative Instructions, policies, regulations, and technical cooperation guidelines.
• Monitor project budget expenditures and recommend budget revisions with justifications.
• Retrieve substantive information on administrative matters and technical cooperation projects from SAP modules supporting results-based management.
• Use SAP to initiate and follow up on recruitment, purchase of equipment, payments, travel authorizations, and related inquiries.
• Perform administrative tasks including meeting arrangements, reservations, budget follow-up, research, and preparation of requests/documents such as requisitions, purchase orders, travel requests, expenditure authorizations, and visa applications.
• Maintain up-to-date filing systems and databases related to work.
• Carry out ad-hoc assignments and research activities as required.
• Assist with onboarding of new project personnel.
• Perform any other related duties as assigned.

Requirements

• Completed higher secondary education (high school diploma or equivalent) is required.
• Formal administrative/secretarial/clerical training or equivalent is desirable.
• A first level university degree (Bachelor’s or equivalent) in relevant fields is accepted with a reduced requirement for years of professional experience.
• A minimum of 5 years of relevant work experience with completed secondary education.
• At least 3 years of relevant experience if holding a first-level university degree or higher.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment.
• Experience in procurement affairs and knowledge in applying Grants Manual and Grants Agreement under a technical cooperation project is an asset.
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint) and internet is required.
• Experience with SAP or similar ERP software is desirable.
• Fluency in written and spoken English is required.
• Fluency in written and spoken Japanese is highly desirable.
• Fluency and/or working knowledge of another official UN language is desirable.

Skills

• Office Procedures
• Procurement Affairs
• Grants Manual Application
• Grants Agreement Knowledge
• Technical Cooperation Project Support
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Internet Proficiency
• SAP
• ERP Software
• Project Implementation Support
• Budget Monitoring
• Clerical Support
• Administrative Support

Languages

English, Japanese