Administrative Assistant (GS3)

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 13 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 UNU-IAS Director, and under the direct guidance and supervision of the Head of Operations of UNU-IAS, the Administrative Assistant shall perform the following tasks:

1. Assist with day-to-day operations, including procurement, staff travel, payment, and event organization for the Institute in accordance with the UN Financial Rules and Regulations and UNU procedures

• Assist in day-to-day administrative transactions, closely liaising with the UNU Centre Administration (Operations, UNU Centre Finance in Tokyo and Kuala Lumpur) to initiate requests, obtain necessary information and clearances, process, and follow up on administrative actions

• Work closely with UNU-IAS administrative colleagues and provide technical advice on the application of policies and procedures

• Implement buyer profile functions in the ERP system, including preparation of purchase orders, contracts, receipts, and timely corrective actions on POs as required

• Ensure accurate, adequate and relevant supporting documents for the online filing system

2.  Support effective travel management in full compliance with the UN Financial Rules and Regulations, UNU procedures, and the policies of UNU-IAS, focusing on the achievement of the following results:

• Serve as travel focal point for the institute and closely liaise with the focal point of the UNU Centre

• Execute the role of travel operator in the ERP system, including checking and processing travel requests, travel expenses, and travel claims

• Disseminate updates on the travel policies and guidelines for UNU-IAS personnel in a timely manner

3. Assist the procurement activities for the Institute, including the coordination and implementation of solicitation, procurement plans and vendor management in full compliance with UN Financial Rules and Regulations, UNU procedures and the policies of UNU-IAS:

• Collect purchasing requests and the Institute’s acquisition plans, ensuring accurate tender documents for low value acquisitions (LVA) and request for quotation (RFQ)

• Provides prompt support to the requisitioners in preparing technical specifications, to ensure completeness, accuracy, and quality, and identifies optional courses of action for LVA/RFQ cases

• Support preparation of clear and concise documentation for LVA/RFQ solicitations (Justifications for waiver, Case presentation, Financial Evaluation Offers, Statement of Award)

4. Support effective asset management in compliance with the property management policies and guidelines, focusing on the achievement of the following results:

• Assist the Asset Manager in all procedures related to the subject, including receipting, physical checks, asset registration, and disposal

• Support a periodic review of asset management reports

• Liaise with project teams and custodians and update the information in the ERP system, including updates related to staff onboarding and separation

5. Assist in preparing contractual agreements with institutional organizations:

• Assist in the administration of contractual agreements with institutional organizations, including payment, contract renewals and non-renewals, contract management, and evaluation

• Track contract implementation and payment status

6. Perform any other duties as may be assigned by the supervisor

Key performance indicators

• High quality, timely and accurate service is provided to requestors

• Timely delivery of accurate and quality technical advice and documents pursuant to the UN financial rules and regulations and other UN policies and guidelines

• Ensure the shared folders and files are up to date

• Timely and quality transactions and relationships with stakeholders such as 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 and requirements

1) Education and certification

• High School Diploma, or Bachelor’s degree, preferably in business, finance, accounting, social sciences, or other related fields

2) Required skills and experience

• High School Diploma with 3 years OR Bachelor’s degree with 1 year of relevant working experience is required, preferably in an international setting

• Demonstrated Excel skills and/or experience with productivity software. Familiarity with PeopleSoft is an asset

• Familiarity with the UN system and current issues related to sustainability is an advantage

• Ability to efficiently manage a variable workload

• Good team player with strong interpersonal skills, demonstrated by the ability to work in a multicultural environment with sensitivity and respect for diversity

3) Language Requirements

• Fluency in English and Japanese is required

• Knowledge of another UN official working language is an asset

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

1 October 2026

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

2 September 2026

Submissions must be received by 23:59 (Japan Standard Time) on the deadline; late entries will not be accepted.

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.

Position details

• Institute or department: UNU-IAS
• Location: Shibuya, Tokyo, Japan
• Work arrangement: On-site