About UN University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge, furthering the purposes and principles of the Charter of the United Nations. UNU’s mission 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, United Nations University (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, 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;

• Plan, organize and manage meeting support services pertaining to facilities and related equipment and services, including proposing new meeting technologies and planning tools;
• Support in review existing policies and guidelines relating to conference management and ensure that all requirements are covered; develop and make recommendations on improvements;
• Monitor the efficient utilization of facilities and related resources and advise organizers on procedures and possible cost-effective measures;
• Provide technical advice and policy recommendations related to logistical support;
• Ensure that logistical arrangements and support services are put in place according to schedules and requirements and that any problems arising on-site are resolved.
• Assists in provides guidance/training to new/junior staff, less experienced staff and temporary personnel as a team leader and serves as back-up to team members.

2. Contract and Vendor Management;

• Clarify technical specifications and commercial aspects with long-term contractors as necessary; manage the contracts of conference equipment and services; ensure that equipment and services are provided according to agreed specifications; initiate corrective action and resolve problems with contractors when necessary;
• Prepares and conducts procurement-related activities, and ensures that all agreed contractual conditions of products/services are fully implemented by the contractor (s), especially Audio and Visual technical service vendor.

3. Monitoring and Analysis, and Customer Relationships Management;

• Collects and analyze the usage data of conference facilities, source of information from a customer survey, and the financial status of conference management, and maintain the customer database;
• Prepares, review and take corrective actions to monthly statistical and debriefing reports of conferences/events for information sharing, responding to queries, knowledge management, planning, and decision making;
• Utilize insights for value-added services, lead and support initiatives to improve work efficiency and streamline operations processes to enhance productivity and reduce costs.

4. Promotion and Collaboration Support;

• Promote conference facilities to prospective users, especially private sectors, and invite their events at UNU to facilitate usage of the conference facilities in cooperation with the facility services team and external conference support vendors;
• Accelerate and support the collaboration between UNU, UN agencies, Tenants, Farmers Market, and users of the conference facilities through information sharing, distributing updates/news on the web and SNS in support of the UNU communication team, and other possible proactive ways in line with UNU purposes;
• Assist Japan Foundation for the UNU and other UNU sections in planning, arranging, and conducting a tour at UNU HQ Building for visitors, such as students, teachers, researchers, etc.

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

UNU offers an attractive, tax exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL

Duration of contract

This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.

For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.

Expected start date

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

1 October 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.