Recent university graduate (within 2 years) or current student in graduate/undergrad programme and completed at least 2 years of undergrad in relevant field
Working fluency in English and Japanese
Basic competency in using Microsoft Word, Excel, PowerPoint, Outlook and internet browsers
Interest in refugee/humanitarian work and related advocacy and fundraising
Interest in office management, administrative functions
Willingness to engage in a wide range of tasks from menial routine jobs to document preparation
Good communication skills
Attention to detail with a service-oriented mindset
Experience in office tasks an asset
Experience working in a team an asset
Knowledge on ICT networks and familiarity with ICT help-desk service an asset
Terms of Reference
Background information/Organizational Context:
UNHCR Representation in Japan was established with a mission to mobilize and secure financial and political support of the Japanese government and Japanese stakeholders to benefit the plight of refugees worldwide and to support the Japanese government in fulfilling its responsibility of refugee protection.
The Admin Unit of UNHCR Representation in Japan supports these activities and initiatives by taking care of all back office functions, namely general administrative/clerical support, finance, programme, human resources, ICT, security, travel. An internship with the Admin Unit will give the intern an opportunity to learn about how UNHCR functions and manages itself as an organization, the various rules and procedures that are in place for this purpose, and how the organization realizes its objectives in an accountable and efficient manner. The intern will have opportunities to engage in these tasks that will introduce them to the behind-the-scenes of UNHCR, as well as to learn about the activities of the organization as a whole and work with staff across units.
Duties and Responsibilities
Visiting the bank for payment, Ministry of Foreign Affairs for submissions and embassies for visa
Filing of documents (vouchers, contracts, payment-related, project reports, etc.)
Classifying and coding material and maintain office files
Searching office files for information
Sort and deliver mail
Reorganize information into a user-friendly format for various purposes
Draft documents and routine correspondence/forms (telephone records)
Make hotel reservations
Purchase supplies, equipment in line with office procedures – obtaining quotations from suppliers, preparing purchase requests.
Place orders for supplies, stationary, ID/business cards and other services
Maintain inventory record of equipment, supplies and other expendable items (stationary, ink toner, office key, security/emergency related supplies, etc.)
Updating various staff lists
Manage and maintain office equipment (mobile phone, printer/copier, panaguide, etc.)
Disposal of office supplies/equipment
Expenditure calculation
Provide logistical support at office events, workshops, etc.
