Procurement and Supplies Section (Travel Expense Team)

The position

The Procurement Section is responsible for the procurement of goods and services such as research equipment, materials, and office supplies, as well as the process of providing appropriate handling of domestic and international travel expenses for assignees and faculty members. As a university that receives most of its operating funds from public sources, the Procurement Section is accountable to the taxpayers, and therefore, to fulfill its duties in compliance with laws and rules, the Section strives daily to ensure that the procurement and travel expense processes are efficient and timely, as befits a world-class university

This position reports to the Travel Expense Team Leader under the Procurement Section Senior Manager and is primarily responsible for the application and reimbursement of business travel expenses and related duties.

About OIST

The Okinawa Institute of Science and Technology Graduate University was established in 2011 to contribute to the development of science and technology worldwide and to serve as a hub of innovation in Okinawa. OIST is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan which offers a 5-year PhD program and brings together outstanding researchers from across the country and across disciplines to conduct cutting-edge scientific research.

The university is located on 85 hectares of protected forestland overlooking a beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding. To facilitate multidisciplinary research, there are no academic departments. Outstanding resources and equipment are provided and managed to encourage easy access and collaboration.

English is the official language of the University, and the university research community is fully international, with more than 50 countries represented. OIST is rapidly gaining recognition in the worldwide academic community as a model for excellence in education and research, and our unwavering commitment to scientific and technological innovation is dedicated to generating progress that will fuel Okinawa's economic growth.

  1. reviewing expense applications and reimbursement documents for travel, rewards, conference fees.
  2. liaison and coordination with travel agencies, insurance companies, and other contractors
  3. Improvement and streamlining of travel and other expense reimbursement operations, and maintenance of manuals and workflow
  4. response to inquiries from inside and outside the university
  5. response to audits (internal audits, audits by auditing firms, on-site accounting inspections, etc.) 6. other related coordination duties
  6. other related coordination work

    In the future, the Finance Division will move to procurement, budgeting, and accounting related work with the aim of becoming an OIST finance professional.

  1. Experience in financial accounting, general affairs, or expense/travel expense reimbursement related work.
  2. Experience in handling ERP (integrated business system)
  3. have an existing record of participating in DX (Digital Transformation) improvements of existing workflow. Or those who can manage business flow improvement tools such as RPA.
  4. excellent interpersonal communication skills in both Japanese and English, and high work processing skills (accurate and fast)
  5. intermediate computer skills (Microsoft Office,)
  6. strong awareness of cost reduction and use of public funds, and ability to work in a positive manner
  7. business level English (TOEIC 700 or equivalent)
Compensation and Benefits

In accordance with the OIST Employee Compensation Regulations


Submission Documents
  • Cover letter in English required. Japanese version required only for Applicants whose native language is Japanese.
  • Curriculum vitae in English required. Japanese version required only for Applicants whose native language is Japanese.


* Please be sure to indicate where you first saw the job advertisement.
* Names and contact information of 3 referees, one of which should be a previous employer, will be required if the Applicant is selected for an interview.
* Prior to the start of employment all new hires are required to successfully complete a background check. Personal information including employment history and academic background should be submitted to OIST after a conditional offer of employment.


  • OIST Graduate University is an equal opportunity, affirmative action educator and employer and is committed to increasing the diversity of its faculty, students and staff. The University strongly encourages applications from underrepresented groups.
  • Information provided by applicants or references will be kept confidential, documents will not be returned. All applicants will be notified regarding the status of their applications.
  • Please view OIST policy for rules on external professional activities
  • Further details about the University can be viewed on the OIST website
Job Type
Starting Date
As early as possible
Employment Term

Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.

Working Hours

Flextime (core time 10:00-15:00) 7.5hrs per day (Multiplied by prescribed working days per month)

Report To
Procurement and Supplies Section Senior Manager
Job Location
Main Campus: 1919-1 Tancha, Onna-son, Kunigami-gun, Okinawa
Application Due Date
Applications will be accepted until all positions are filled.
*Application will be closed once the position is filled.


If you have any question, please contact us