Administrative Officer (NOA)

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 The 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 legais affairs of the University.

Responsibilities

Under the overall guidance of the Rector and Chief of Staff of the Office of the Rector, the Administrative Officer oversees and directly manages correspondence addressed to the Rector; ensures coherence in the Rector's schedule and provides executive support to the Rector as part of their direct support team.

1. Correspondence management:

• Maintain, monitor and analyze the official correspondence management process and system;

• Review, prioritize and route incoming correspondence with support from the Chief of Staff and others as needed, for timely action and response;

• Keep track of pending items and follow up with relevant colleagues to ensure that all deadlines are met;

• Draft official letters for the review and signature of the Rector, the Head of Office or other UNU officials;

• Ensure quality control of letters submitted for the Rector’s signature, including formatting, grammar and spelling, correct salutations, in accordance with the UN Correspondence Manual; coach and guide colleagues accordingly.

2. Manage executive scheduling:

• Provide coordination support in the management of the Rector’s daily calendar;

• Coordinate the schedule and priorities of the Rector to ensure coherent representation and engagement;

• Gather invitations to be discussed with Rector and Chief of Staff, and consult with relevant colleagues to ensure the appropriate level of UNU representation in key events and meetings;

• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;

• Manage and oversee all travel arrangements, visa requests, hotel accommodations and other logistics for the Rector and colleagues in the Rector’s Office accompanying the Rector on official mission;

• Ensure that their expense reports after the completion of missions are submitted and processed in a timely manner, with support from other team members as required;

• Process various payments relevant to the office of the Rector, as necessary;

• Support in the coordination of the use of the UNU vehicle for Rector’s local travels.

3. Support external relations:

• Facilitate the RO’s interaction with various external partners such as ambassadors, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationships with counterparts and colleagues in those offices;

• Support organization of official events/hospitality for the Rector;

• Serve as UNU Protocol Focal Point for high-level visits, including visits by Imperial Family members, and maintain effective working relationships with the Imperial Household Agency and other relevant authorities.

4. Support HR Matters for the Office of the Rector:

• Support the Rector in administration of HR matters and work with the HR focal point on a range of issues related to the Office of the Rector;

• Supervise the translation of UNU-Centre staff’s titles in Japanese on business cards together with the HR Focal Point for UNU-Centre;

• Contribute to UNU-Centre’s recruitment process;

• Assist separation of the staff and support joining of the new staff;

• Supervise consultants and administrative personnel in support of the duties above.

5. Perform other duties as assigned by Rector and Chief of Staff

Key performance indicators

• Official UNU correspondence is processed in a timely and high-quality manner;

• The schedule of the Rector is well-coordinated;

• UNU is well represented in key 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

Qualifications and requirements

1) Education and certification

• Master’s degree in public administration, management, social sciences or other related areas, OR

• Bachelor’s degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

2) Required skills and experience

• Required:

  • Candidates holding a bachelor's degree must have a minimum of two (2) years of progressively responsible experience at the international level in managing complex administrative processes;

  • Experience within the UN System with regard to protocols and systems for high-level correspondence;

  • Experience in the use of computers applications and software packages (MS Word, Excel, etc.) and web-based management systems.

  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Rector’s office, including data/schedule management, maintenance of protocol and information flow;

  • Ability to maintain confidentiality and discretion;  

  • Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality;

  • Ability to organize and complete multiple tasks by establishing priorities;

  • Ability to handle a large volume of work possibly under time constraints;

  • 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:

  • Prior experience working in an executive office is an advantage.

  • Experience with government senior officials or senior level officials in the UN with a thorough knowledge of UN operations, structure and administrative procedures is a distinctive advantage.

  • Familiarity with the UN system is an asset.

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

As soon as possible

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 2026

Submissions must be received by 23:59 JST 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: Office of the Rector
• Location: Tokyo, Tokyo, Japan
• Work arrangement: On-site
• Application closes: 2026-09-20 14:59:59 UTC