Job description
About UN University (UNU)
The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.
For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit http://unu.edu
About Institute (UNU-IAS)
United Nations University Institute for the Advanced Study of Sustainability (UNU-IAS) is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-IAS is a UNU institute based at UNU Headquarters in Tokyo. The mission of UNU-IAS is to serve the international community through policy-relevant research and capacity development focused on sustainability, including its social, economic, and environmental dimensions. Through its postgraduate education programmes UNU-IAS develops future international leaders with interdisciplinary understanding and skills needed to advance creative solutions to problems of sustainability. UNU-IAS builds on a strong tradition of UNU research and capacity development in Japan, undertaken in collaboration with a global network of professionals and scholars, particularly in Africa and Asia. For more information, please visit http://ias.unu.edu
Responsibilities
Under the overall supervision of the Director of the UNU-IAS and under the direct guidance and supervision of the Academic Programme Advisor, the Programme Assistant shall be responsible for the following duties:
1. Provide administrative support for the implementation of the research funding programmes, including Japan Society for the Promotion of Science (JSPS), Japan Science and Technology Agency (JST), among others, in cooperation with the Administration Unit of the UNU-IAS;
Assist in the management of external grants, including application, update, and reporting processes, in coordination with the applicants and project investigators pursuant to the instructions provided by the donors,
Provide support in producing financial reports and documents for externally funded research engagement,
Assist in preparing contractual agreements, maintaining and monitoring the implementation of contracts for funded research programmes,
Assist in the Instituteโs fundraising activities by collecting and disseminating information on various external research grants, in cooperation with the Communication Team of UNU-IAS,
Provide operational support for the UNU-JSPS Postdoctoral Fellowship programme.
2. Assist in the implementation of academic and knowledge management activities under the programme, focusing on the following areas:
Assist in the production and communication of digital knowledge products relevant to the programme, including website information and videos,
Assist in providing logistical support for organising conferences, meetings, and other public events,
Assist with daily communications within UNU-IAS and with partners related to project operations,
Maintain supporting documents and a filing system for the project.
3. Provide administrative support for the ICT-related coordination for the Institute:
Support day-to-day communication as a primary contact point for the technical team of the UNU Centre
Support ICT procurement activities in coordination with the UNU Centre
Support inventory management and verification processes as required
4. Perform other duties as assigned by the supervisors.
Key performance indicators
Timely and quality development and implementation of planned activities
Timely and quality support for administrative and logistical matters (contracts, travel, procurement and payment)
UNU is seen as a reliable and trustworthy partner by research partners, governments, donors, and civil society
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
Qualifications
Education and certification:
A bachelorโs degree or equivalent qualification in a field related to business administration, public administration, international development, international relations, sustainable development, or a related field.
Experience:
Bachelorโs degree with 3 years of work experience in office administration or related duties
Knowledge and working experience with the organisation of conferences, including logistical and financial arrangements is desirable
Work experience in processing contractual agreements is an asset
Proficiency in MS Office Applications (MS Word, Excel, PowerPoint and Outlook)
Ability to establish priorities, work within tight deadlines and handle multiple concurrent activities
Good team player with strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
Language Requirements:
Fluency in English is required
Fluency in Japanese is required
Knowledge of another UN official working language is an asset.
Remuneration
The successful candidate will be employed under a national PSA contract. UNU offers an attractive compensation package including a monthly net salary in the range of JPY 360,333 to 398,333 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:
1 December 2025 (tentatively)
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:
15 October 23:59 (JST) 2025
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
PSA holders are neither โstaff membersโ under the Staff Regulations and Rules of the United Nations nor โofficialsโ for the purpose of the Convention on the Privileges and Immunities of the United Nations (1946). They are subject to the Rector's authority and 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
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.
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