United Nations University (UNU)

UNU is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU’s work spans the 17 Sustainable Development Goals’ full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.

About Office of the Rector

The Office of the Rector supports the Rector in his capacity as chief academic and administrative officer of the UNU. The Office assists in executive management and coordination of the UNU system, and provides overall direction in matters of governance and policy development. The Office supports the work of the University’s governing board, the UNU Council and its Executive Committee, and manages the legal affairs of the University.

Responsibilities

This is an administrative position with the potential for significant growth in accordance with the candidate’s abilities and efforts. The Administrative Assistant will support the Administrative Officer in undertaking the following tasks:

1. Executive scheduling

• Support management of the Rector and Chief of Staff’s calendars;
• Assist with travel arrangements, visa requests, hotel accommodations and other logistics for the Rector, Chief of Staff, and other colleagues on official mission;
• Ensure that expense reports after the completion of missions are submitted and processed in a timely manner;
• Manage invitations to key events and consult with relevant colleagues to ensure the appropriate level of UNU representation;
• Maintain up-to-date files for easy access. Ensure safekeeping of confidential materials;
• Process various payments relevant to the Office of the Rector.

2. Correspondence management

• Draft official letters for the review and signature of the Rector, Chief of Staff, and other UNU officials;
• Format letters that are submitted for the Rector’s signature, ensuring proper letterhead, salutations, grammar, spelling, etc.
• Maintain official correspondence management process and systems;
• Review, prioritize, and route incoming correspondence with support from the Administrative Officer and Chief of Staff as needed;
• Keep track of pending items and follow up with relevant colleagues to ensure that deadlines are met.

3. External relations:

• Facilitate the Rector’s Offices interaction with various external partners such as ambassadors, country delegations, parliamentarians, and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues;
• Organize and support official events/hospitality for the Rector and Chief of Staff;

4. Perform other duties as assigned by Rector, Chief of Staff, or Administrative Officer.

• Support day-to-day administrative, logistical, or financial matters as requested.
• Depending on the interest and ability of the candidate, support the Chief of Staff with substantive analyses and memorandum.

Key Performance Indicators

• Rector & Chief of Staff’s schedules are current and travel schedule are well managed
• Correspondence is well prepared and managed
• Information is correctly disseminated, with follow up regarding deadlines and other key aspects as needed
• Contentious support of official meetings and events

Competencies

Values:

• Inclusion – Take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity.
• Integrity – Act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards.
• Humility – Demonstrate self-awareness and willingness to learn from others.
• Humanity – Act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet.

Behaviours:

• Connect and Collaborate – Build positive relationships with others to advance the work of the United Nations and work coherently as One UN
• Analyse and Plan – Seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
• Deliver Results with Positive Impact – Hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
• Learn and Develop – Pursue own learning and development and contribute to the learning and development of others
• Adapt and Innovate – Demonstrate flexibility, agility and the ability to think and act in novel ways

1) Education and certification

• Completion of high school diploma is required, or
• Bachelor’s degree in business, finance, accounting, social sciences, or other related fields is desirable

2) Required skills and experience

Required:

• High school diploma with at least 3 years of administrative experience preferably in an international corporation or organization is required or, bachelor’s degree with 1 year of administrative experience preferably in an international corporation or organization is required.
• Ability to perform a broad range of activities including schedule/data management, maintenance of protocol, information flow.
• Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
• Experience in the use of computer software packages (MS Word, Excel, etc.) and web-based management systems.
• Ability to maintain confidentiality and discretion.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to handle a large volume of work under time constraints.
• Ability to establish and sustain effective relationships with various stakeholders, demonstrating understanding of others perspective; ability to anticipate client needs and addresses them promptly.
• Excellent team player with strong interpersonal skills and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Desirable:

• Experience as personal assistant to a senior leader in the private or public sector
• Experience working with government officials
• Knowledge of UN operations, structure and administrative procedures would be a distinctive advantage.
• Familiarity with the UN system is an asset.

3) Language Requirements:

• Full fluency (in writing and speaking) in English and Japanese is required.
• Knowledge of another UN official working language is an asset.

Remuneration

The successful candidate will be employed under PSA contract. UNU offers an attractive compensation package including a monthly net salary in the range of JPY 410,000 to 480,000, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of PSA holders.

Duration of contract

The duration of the initial contract is 1 year. This is Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

Starting date

1 November 2024

How to Apply

To apply to UNU, you will not need an account. Instead, we ask that you:

• Apply via the apply link;
• fill out the UNU P11 Form (please avoid using similar forms provided by other United Nations organisations);
• provide a motivation statement (in the P11 form); and
• answer a few questions that are tailored to the position.You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline

20 September 2024

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks, and references.

Special Notice

Staff members of the United Nations University are international civil servants subject to the Rector’s authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised. UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply. UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

If you have supervisory function you need to have awareness on gender related issues.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU at the same grade level and with similar job description, experience and educational requirements.

Scam Warning

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