About UN 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 UNU Headquarters

The UNU Headquarters is situated in a landmark building in Tokyo. Its structure counts 15 floors, dedicated conference facilities and 22,000m² of floor space on grounds of 7,000m². The building also accommodates tenant UN agencies/programmes and NPOs. The total occupancy of the building is approximately 250 staff.

UNU organizes a number of international conferences, seminars, workshops, and presentations, often in collaboration with UN agencies and other partners in Japan and also rents conference facilities on a commercial basis to generate income for the maintenance of the building.

Responsibilities

Under the supervision of the HQ Building Manager, the incumbent carries the following assignments:

1. Supporting organization of workshops and conferences;

• Manages reservations of the UNU facilities for conferences and events, administrative and logistical support, inventory of the conference equipment in support of the conference management support contractor(s), and maintains records of the reservation logs and the necessary documents;
• Assists organization in negotiating with service providers to procure services (e.g. catering service, A/V technical service) in line with UNU rules and regulations;
• Liaises with users and vendors to identify their conference services-related requirements, and proposes and manages cost-effective solutions, providing an effective response to customer’s queries and complaints, and, where applicable, forwarding them to any other relevant units and sections;
• Assist in reviewing relevant documents and updating standardized workflows to enhance efficiency and ensure continuity.

2. Financial monitoring and cooperation with other sections at UNU;

• Ensures billings and collections for third parties’ usage of UNU conference facilities are carried out in accordance with the UN Financial Rules and Regulations;
• Monitors daily transactions of income and expenditure through billings and collections in corporation with the Operations Services (OS) of UNU Administration, and keeps supporting documents such as invoices and reports;
• Coordinates with other HQB members and provides necessary assistance in the day-to-day management and operation, and development initiatives related to HQB Services.
  

3. Customer relationship management

• Provides up-to-date and timely operational information to customers and vendors on the usage of UNU conference facilities;
• Makes sure that information material, documents (e.g. guidelines, applications), and content on WEB/Intranet on the usage of facilities are kept updated and orderly recorded.

4. Conference Facilities Promotion and Coordination Support

5. Perform other duties as assigned by supervisor

Key performance indicators

• Efficient and effective delivery of conferences and other events held at UNU Headquarters building
• Compliance with all relevant building and local regulations
• UNU is seen as a reliable and trustworthy partner by UN agencies and other Parties using the building

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

– Secondary Education qualification in relevant field OR

– Bachelor’s Degree in business administration, engineering, facilities management, event management or other relevant field.

2) Required skills and experience

• Secondary education with 3 years OR Bachelor’s degree with 1 year of progressively responsible experience in the conference services, event management or related services is required
• Knowledge of excellent computer skills and proficiency in Microsoft Office Applications (MS Word, Excel, PowerPoint, and Outlook)

3) Language Requirements:

• Fluency in English and Japanese is required

Remuneration

The successful candidate will be employed under PSA contract. UNU offers an attractive compensation package including an annual net salary (of/in the range of) JPY 4,958,000 – JPY 5,650,000, 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.

Expected start date

Immediate

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

17 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.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.