Mission and objectives

The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism.

Context

The External Relations and Communications Section (ERCS) builds and nurtures corporate donor relations, leads strategically donor resource mobilization, and carries out communications and advocacy to highlight the value of volunteerism for peace and development as well as the contributions of UNV and UN Volunteers. The UNV Tokyo Liaison Office (hereafter UNV Tokyo), which represents UNV in Japan, is part of ERCS and is responsible for all matters related to Japan–UNV collaboration, including resource mobilization, mobilization of Japanese UN Volunteers, communications, advocacy and outreach to enhance visibility in Japan, and recognition of the UNV programme and Japan-UNV partnership in Japan. The Administrative/Finance Assistant supports conducting financial and administrative tasks to monitor budgets, procure necessary items, coordinate with colleagues at the finance team of UNV headquarters. He/she will also support UNV Tokyo developing financial reports for the donors and managing full funding volunteer related tasks.

Task Description

Within the delegated authority and under the supervision of Partnerships Development Specialist or his/her designated mandated representative(s), the Finance/Administrative Assistant will: Support financial and operational management as well as logistical arrangements ● Assist in the implementation and streamlining of office and programme operations, including budget revision, financial reporting, donor reporting and management of the volunteer deployment cycles; ● Assist in the preparation of the annual budget for Japanese Fully Funded UN Volunteers and the office budget and annual workplan, and monitor the implementation of the budget; ● Support visualizing incomes and expenditures in efficient and viewer-friendly ways, and regularly updating the visual products; ● Support monitoring UNV Tokyo’s budget use and financial records by keeping track on UNV’s corporate software for financial and operational management; ● Support drafting narrative and financial reports to submit to the donors in a timely manner; ● Manage procurement, administration, and travel duties for the team, including office space management and filing systems; ● Prepare requisitions, vouchers and supporting documents to facilitate the timely disbursement of expenditures accrued in close collaboration with UNDP Tokyo and UNV HQ; ● Support negotiating contracts with Japan-based service providers and vendors in accordance with established UNDP policies and procedures. Assist advocacy and partnership-development activities through logistical support ● Provide logistical support for high-level events including missions of UNV staff members and other visitors to Japan; ● Assist procurements for advocacy events that UNV organizes in relation to the Japan partnerships such as Expo, TICAD 9 and other occasions by making budget estimates, communicating with vendors and contractors, setting up venues, and managing ICT equipment; ● Provide support for outreach activities at internal and external events including career fairs and webinars by arranging audio and computer settings, printing communication materials, distributing post-event surveys, and compiling survey results; ● Support compiling volunteer stories and pictures of Japanese UN Volunteers and compile their reports to publish them in written products; ● Support mapping prospect donors for UNV Tokyo and analyzing listed donors’ trends and priorities ● Support corporate and any other related tasks as may be required or assigned by the supervisor. Support the coordination and management of the process of assignment, identification, and matching for candidates for UN Volunteers ● Assist the main focal points at UNV Tokyo in liaising with key partners, such as Kwansei Gakuin University (KGU), Japan International Cooperation Agency (JICA), Ministry of Foreign Affairs (MOFA) of Japan, UNDP Representative Office in Japan, and other partners to ensure an understanding of UNV’s mandate and the nature of UN Volunteer assignments; ● Liaise with ERCS Operation Assistant, the Volunteer Service Centre (VSC) on volunteer management and deployment, Volunteer Solutions Section (VSS) on recruitment and talent acquisition, Regional Offices (RO), and Field Units (FU) to support timely preparation and submission of Descriptions of Assignments (DoAs), volunteer profiles, selection outcomes and other documents, assisting volunteer deployment, supporting solutions to volunteer challenges, and other tasks; ● Keep all partners regularly informed about the status of the programme. Furthermore, UN Volunteers are encouraged to integrate the UNV’s mandate within their assignments and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: ● Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take an active part in UNV activities (for instance in events that mark International Volunteer Day); ● Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; ● Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. ● Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc; ● Promote or advise local groups in the use of Online Volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever possible. Results/expected outputs: ● As an active UNV team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNV and its beneficiaries in the accomplishment of her/his functions, including: o Key partnerships and relationships with media and other partners are established and maintained; o UNV Tokyo’s capacity is enhanced in programming, implementation, finance, and administration of flagships partnership programmes; o UNV’s visibility is strengthened through day-to-day communication and networking activities. ● Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. ● A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.

Competencies and values

☒ Accountability ☒ Adaptability and Flexibility ☒ Building Trust ☒ Client Orientation ☒ Commitment and Motivation ☒ Commitment to Continuous Learning ☒ Communication ☐ Creativity ☐ Empowering Others ☐ Ethics and Values ☒ Integrity ☐ Judgement and Decision-making ☒ Knowledge Sharing ☐ Leadership ☒ Managing Performance ☒ Planning and Organizing ☒ Professionalism ☒ Respect for Diversity ☒ Self-Management ☐ Technological Awareness ☐ Vision ☒ Working in Teams

Living conditions and remarks

Tokyo is a megacity that offers diversity in lifestyle and culture. Infrastructure and utilities are stable, such as water, electricity, and an internet connection. Metro, train, and buses are commonly used for daily commute. The average daytime temperature in Tokyo is around 15-20 degrees Celsius from March to May for spring, and June sees the rainy season. July to early September is a hot and humid summer, with the average daytime temperature rising to around 30 Celsius. The temperature drops from late September to see the dry and cool autumn until November. December to February sees a dry winter with daytime temperatures lowering to around 10 Celsius. As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her housing and other living essentials. UN Volunteer allowances and entitlements: – National UN Volunteer Specialist receives approximately JPY JPY 385666.66 as Monthly Living Allowance (in the exchange rate of 3 March 2025). – Provided with the assignment travel cost and the entry lumpsum if applicable. – Enrolled in health, life, disability insurance. – Applicable dependents (primary family unit, up to 3) are eligible for health insurance. – Entitled to annual leave, 2.5 days per month. – Provided with exit lumpsum to support transition at the end of assignment. For more information about UNV Conditions of Service and Entitlements, please refer to the following: – https://www.unv.org/become-volunteer/volunteer-your-country – https://explore.unv.org/sites/default/files/2022-12/UNVcos20221%20Complete%20hi-res-final_compressed_NOV22.pdf