Procurement, ICT, and Office Support Assistant

Host entity: UNDP Representation Office in Tokyo

Volunteer type: National

Areas of expertise: Administration, Information technology and telecommunications, Logistics, procurement, commodities

Application deadline: 14/08/2026

Mission and objectives

UNDP works in 170 countries and territories to help people build better lives while protecting the planet. For 60 years, we’ve supported countries to make progress on the issues that matter most to their people. Our work is built on trust and long-term partnerships with governments, communities and organizations at every level. The Bureau for External Relations and Advocacy (BERA) is leading efforts to position UNDP through strategic partnerships and communications with Member states, the Organization for Economic Co-operation and Development (OECD)-DAC (Development Assistance Committee) donors, New Strategic Partners, philanthropic entities, and other stakeholders and institutions. Representation Office in Tokyo is one of six Representation Offices in BERA, which offer services such as relationship management and positioning of UNDP, resource mobilization, communications, advocacy, and programme support through outposted bureaux presence.

Assignment 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.

Skills and experience

• Minimum of 3 years of relevant professional experience in office support, coordination, and administration or closely related fields.
• Experience in the organization and coordination of meetings, events, trainings, including logistical arrangements and documentation.
• Strong organizational and coordination skills, with the ability to manage multiple tasks, prioritize work, and meet deadlines.
• Excellent interpersonal and teamwork skills, with cultural sensitivity and the ability to work effectively in a multicultural and multidisciplinary environment.
• High level of professionalism, attention to detail and accuracy, particularly in document drafting and information management.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Experience in procurement and IT support is an asset.
• Familiarity with databases, enterprise resource planning (ERP) systems and information management tools is an asset.

Competencies and values

• Accountability
• Achieve results
• Adaptability and flexibility
• Building Trust
• Client Orientation
• Commitment and Motivation
• Commitment to Continuous Learning
• Communication
• Ethics and Values
• Integrity
• Respect for Diversity
• Professionalism
• Self-management
• Technological Awareness
• Working in Teams

Living conditions

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

You can check full entitlements at the duty station at https://app.unv.org/calculator.
The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.

Full eligibility requirements, conditions of service and application instructions are available on the official UNV platform.