DescriptionAbout United Nations University (UNU) The United Nations University (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. For more information, please visit http://unu.edu About Institute for the Advanced Study of Sustainability (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 developes 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 Under the UNU-IAS Strategic Plan 2020-2024, the UNU-IAS is strengthening administrative functions and activities to support the implementation of the strategic plan, including through enhanced organisational structure, and ensure adherence to UNU rules and guidelines. UNU-IAS Administration will foster a safe and supportive working environment, and enhance professional career development opportunities for personnel. The unit will improve the efficiency of administrative processes through ICT systems, and integrate sustainability considerations in operations, including procurement and travel. Responsibilities Under the overall supervision of UNU-IAS Director, and under the direct guidance and supervision of Head of Programme and Administration of UNU-IAS, and in close coordination of Finance and Administrative Analyst, the Administrative Associate shall perform the following tasks: 1. Promote effective travel management focusing on achievement of the following results: Provide advice to UNU-IAS personnel on the application of travel policies and procedures; Ensure that travel policies and guidelines are regularly updated and effectively communicated to UNU-IAS personnel; Serve as travel focal point for the institute and closely liaise with the focal point of the UNU Centre 2. Coordinate procurement processes in accordance with policies and procedures focusing on achievement of the following results: Reviews, records and prioritizes purchasing requests through the Institute’s acquisition plans and process 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; andSupport preparation of clear and concise documentation for LVA/RFQ solicitations (Justifications for waiver, Case presentation, Financial Evaluation Offers, Statement of Award) 3. Facilitate effective asset management focusing on achievement of the following results: Ensure UNU-IAS assets are managed in compliance with the property management policies and guidelines; and · Support Asset Manager in all transactions related to the subject, such as but not limited to receipting, physical checks, asset registration, disposal and reconciliation 4. Assist in preparing contractual agreements with institutional organizations: Assist administration of contractual agreements with institutional organizations, including payment, contract renewals and non-renewals, contract management, and evaluation; andMonitor contract implementation and payment status and advice necessary actions to the requestors 5. Handle relevant operational procedures such as procurement, staff travel, payment, and event organization for the institute and to research and education project teams per the UN Financial Rules and Regulations and UNU procedures Assist in day-to-day operations and administrative transactions closely liaising with UNU Administration (Human Resources, Procurement, UNU Centre in Tokyo and Kuala Lumpur) to initiate requests, obtain necessary clearances, process and follow-up on administrative actions· Work closely with UNU-IAS administrative colleagues to ensure smooth operation, clarify the implementation of policies, and approval of exceptionsImplements buyer profile functions in the ERP system, including preparation of purchase orders, contracts, receipts, and timely corrective actions on POs as required, for travel and procurement modules. Execute the role of travel operator in the ERP system, including TR/TE/TC entry; andEnsure accurate, adequate and relevant supporting documents for the online filing system 6. Perform any other duties as may be assigned. Key performance indicators High quality, timely and accurate service is provided to requestorsTimely delivery of accurate and quality technical advice and documents pursuant to the UN financial rules and regulations and other UN policies and guidelinesPrompt and effective resolution to institutes’ queries related to routine finance, procurement, mission travel and asset managementDatabases and shared folders are up to dateTimely and quality transaction and relationship 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 identityIntegrity — 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 standardsHumility — demonstrate self-awareness and willingness to learn from othersHumanity — 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 UNAnalyse 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 actionDeliver 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 servesLearn and develop — pursue own learning and development and contribute to the learning and development of othersAdapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways
RequirementsEducation and certification: Secondary education OR a bachelor’s degree or equivalent qualification in business, finance, accounting, social sciences, or other related fields Experience: Bachelor’s degree with 5 years of relevant working experience is required and preferable in an international settingDemonstrated Excel skills and/or experience with productivity software. Familiarity with any Oracle based ERP system is requiredFamiliarity with the UN system and current issues related to sustainability is an advantageAbility 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 Language Requirements:Writing and communications skills in both Japanese and English Remuneration The successful candidate will be employed under a national PSA contract. UNU offers an attractive compensation package including a monthly net salary (of/in the range of) JPY413,167 - 456,417, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme. PSA holders are required to enroll in Japan’s national social health care and pension insurance systems. 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 May 2023 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); andanswer 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: 26 February 2023 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 National PSA only: UNU does not sponsor a working visa for this position. PSA holders do no hold international civil servant status nor are they considered a “staff member” as defined in the UN Staff Rules and Regulations. 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 organization. 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. 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
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