Administrative Assistant, Tokyo

 

Closing date: Wednesday, 13 April 2016

POSITION: Personnel Service Agreement
REFERENCE NO.: 2016/UNU/IAS/PSA/AA /25
LOCATION: Tokyo, Japan
Timezone: UTC +9
CLOSING DATE: 13 april 2016
Organizational Unit: UNU Institute for the Advanced Study of Sustainability (UNU-IAS)
United Nations University objectives

The United Nations University (UNU) is an international community of scholars engaged in research, postgraduate training, and the dissemination of knowledge in furtherance of the purposes and principles of the United Nations, its Peoples and Member States. The University functions as a think tank for the United Nations system, contributes to capacity building, particularly in developing countries, and serves as a platform for new and innovative ideas and dialogue.
UNU Institute for the Advanced Study of Sustainability (UNU-IAS)
UNU-IAS is a new UNU institute, created in January 2014 by consolidating the former UNU Institute of Advanced Studies and UNU Institute for Sustainability and Peace (UNU-ISP). It is 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. 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.
Low Carbon Technology project

The Low Carbon Technology (LCT) project seeks to analyse international strategies of other active developed nations for promoting low-carbon technology with a view to learning effective strategies for their diffusion to developing countries (especially those in Asia) and building effective partnerships for doing so.
Global Environmental Outreach Centre
The Global Environmental Outreach Centre (GEOC) was jointly established by the Ministry of Environment of Japan and UNU, with the mission to foster partnership between various stakeholders, such as international agencies, national governments, local governments, companies, nonprofit organizations, and citizens, to create a sustainable society. For more information on GEOC, please visit http://www.geoc.jp/english/geoc

Responsibilities
Under the overall supervision of the Director of UNU-IAS, and under the direct supervision of the Project Managers of the LCT project and the GEOC as well as the Programme and Administrative Services Officer, the Programme Assistant shall perform the following tasks

• Assist in day-to-day operations and administrative work, including procurement and staff travel, in close coordination with UNU Administration in Tokyo and Kuala Lumpur.
• Assist in organising various events (conferences, symposia, workshops, and seminars) and handle relevant administrative processes.
• Assist in preparing contractual agreements with individual consultants and institutional organisations, and maintaining and monitoring contract implementation.
• Provide administrative support for external grants, in particular those from the Japanese ministries, foundations, and other donor agencies, and prepare accounting and financial reports and other relevant documents as required.
• Maintain supporting documents and filing system for the IAS projects.
• Ensure full compliance with UN Financial Rules and Regulations, UNU procedures, and the policies of UNU-IAS.
• Perform any other duties as may be assigned.

Required qualifications and experience

• Bachelor's degree in Business Administration, Finance, Accounting, Public Administration or equivalent field of study with at least 3 years of work experience in office administration, preferably in an international environment.
• Knowledge and experience of coordination and organisation of conferences, including logistical and financial arrangements. Knowledge of the UN governance structure is an asset.
• Excellent written and spoken English- and Japanese-language communications skills is essential.
• Proficiency in MS Office Applications (MS Word, Excel, PowerPoint, and Outlook). Experience in using ERP systems like PeopleSoft system is advantageous.
• 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 multicultural, multi-ethnic environment with sensitivity and respect for diversity.

Remuneration
Remuneration will commensurate with qualification and experience, and will range from JPY 300,000 to 330,000 per month. There are no other fringe benefits.
Duration of contract
This is full-time employment on a Personnel Service Agreement (PSA) with UNU-IAS. Initial appointment will be for one (1) year, with the possibility of renewal subject to satisfactory work performance. The combined duration of appointments shall not exceed six (6) years.
This is a locally recruited post. The successful candidate will be employed under a local contract and will not hold international civil servant status nor be a 'staff member' as defined in the United Nations Staff Rules and Regulations. UNU does not sponsor a working visa for this position.
Starting date