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.

  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

Compensation in accordance with the OIST Employee Compensation Regulations


  • Relocation, housing and commuting allowances
  • Annual paid leave and summer holidays
  • Health insurance (Private School Mutual Aid )
  • Welfare pension insurance (kousei-nenkin)
  • Worker’s accident compensation insurance (roudousha-saigai-hoshou-hoken)
Submission Documents
  • Letter of intent in both English and Japanese
  • Curriculum vitae in both English and Japanese

* Please be sure to indicate where you first saw the job advertisement.

* Up to 3 references may be requested during the final interview stage.

* 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 third-party administrators 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.  OIST Privacy Policy

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* Further details about the University can be viewed on our website (

Job Type
Starting Date
As early as possible
Employment Term

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

Working Hours

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
Job Location
Main Campus: 1919-1 Tancha, Onna-son, Kunigami-gun, Okinawa
Application Due Date
30 September 2023
*Application will be closed once the position is filled.

We thank all those who apply but only those selected for further consideration will be contacted.

If you have any question, please contact us