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
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 manages the legal affairs of the University.
Under the guidance of the Rector and the Chief of Staff, the Senior Assistant to the Rector manages the Rector’s correspondence; ensures coordination and coherence of the Rector’s scheduling; and provides executive support to the Rector.
1. Correspondence Management
Maintain, monitor, and manage the Rector’s official correspondence process and systems.
Review, prioritize, and route incoming correspondence in consultation with Chief of Staff and Rector.
Track pending items and follow up with relevant colleagues to ensure timely responses and compliance with deadlines.
Draft and format official letters for review and signature by the Rector.
Provide quality control of all outgoing correspondence, ensuring accuracy in formatting, grammar, and salutations.
2. Executive Scheduling and Coordination
Support the management of the Rector’s daily calendar.
Coordinate invitations, consulting relevant colleagues to ensure the appropriate level of UNU representation at key events and meetings.
Maintain up-to-date files for easy retrieval and safekeeping of confidential materials.
Assist in travel logistics, including visa applications, hotel accommodations, and transportation for the Rector (and accompanying staff).
Ensure timely processing of travel expense reports and maintain updated records of missions for statistical and reporting purposes for the Rector.
Process various payments of the Rector.
3. External Relations and Protocol Support
Facilitate the Office of the Rector’s engagement with ambassadors, donor country delegations, parliamentarians, and senior officials through proactive relationship management.
Support official events and hospitality functions for the Rector.
4. Supervise the Driver and RO Administrative Assistant
Monitor and manage the Rector’s Driver’s schedule, attendance, and compensatory time off (CTO) records.
Supervise RO Administrative Assistant
5. Perform other duties as assigned by supervisor.
Correspondence is well prepared and managed;
Information is correctly disseminated, with follow-up regarding deadlines and other key aspects as needed;
The schedule of the Rector well-coordinated;
Support is provided for official meetings and events;
The Rectorate’s HR processes are well supported;
The Rector and Chief of Staff are well supported with day-to-day logistical and administrative support.
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
Completion of high school diploma or
Bachelor’s degree in business, finance, accounting, social sciences, or other related fields is required.
2) Required skills and experience
Required:
High school diploma with at least six (6) years of administrative experience preferably in an international corporation or organization is required. OR
Bachelor’s degree with four (4) years of administrative experience, preferably in an international corporation or organization is required.
Ability to perform a broad range of activities including schedule/data management, maintenance of protocol, information flow.
Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
Experience in the use of computer software packages (MS Word, Excel, etc.) and web-based management systems.
Ability to maintain confidentiality and discretion.
Ability to organize and complete multiple tasks by establishing priorities.
Ability to handle a large volume of work under time constraints.
Ability to establish and sustain effective relationships with various stakeholders, demonstrating understanding of others perspective; ability to anticipate client needs and address them promptly.
Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems,
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 as personal assistant to a senior leader in the private or public sector,
Experience working with government officials,
Knowledge of UN operations, structure and administrative procedures would be 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.
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
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.
1 July 2025
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.
5 May 2025
Submissions must be received by mid-night Japan time zone on the deadline; late entries will not be accepted.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks and references.
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.
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
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