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 Human Resources Associate, the incumbent shall perform the following tasks:

1. Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results;
• Full compliance of records and reports with UN rules, regulations, UNU policies, procedures and strategies;
• Ensure electronic filing practices for PSA, Consultants, Interns, and postdoctoral fellows are carried out in line with established standard operating procedure on information management

2. Serve as a focal point for consultancy contracts and internships, focusing on the following areas;
• Reviews contract requests to ensure quality and compliance with rules;
• Supports up-to-date budget monitoring by releasing in a timely fashion the Purchase Orders (POs);
• Ensures received deliverables and payment authorisations to comply with the contract terms for payment processing;
• Receives and reviews contract evaluations for quality assurance purposes.
• Alerts vendors for open contracts due to expire.
• Coordinates with the Finance Team and HR HQ on closing contracts in the system.
• Responds to internal/external audit requests.
• Review open Purchase Order during the annual financial closure.

3. Provide support to UNU-IAS personnel during onboarding, transition, and separation focusing on the following areas;
• Assist in onboarding and offboarding procedures for employees including Personnel Service Agreement (PSA) holders, consultants, interns, and postdoctoral fellows;
• Update welcome packages reflecting local specifics;
• Assist in planning and implementing human resources-related policies identified in the UNU-IAS Strategic Plan 2020-2024, including ensuring a safe and supportive working environment and supporting the professional career development of personnel;
• Update and maintain the personnel data in the system and shared documents upon personnel change (ERP system, organisational chart, floor map, etc.);

4. Maintain and manage human resources information and documents focusing on the following areas;
• Serve as Leave Monitoring Focal Point, performing the functions of Admin,HR, and Absence Processor in Atlas as well as provide helpdesk support to UNU IAS personnel.
• Serve as the focal point for the Global Directory for UNU IAS and responsible in updating the required HR record in the GD and extend the personnel’s account whenever required;
• Participate in briefings and meetings as a member of the UNU-IAS Human Resources team and prepare reports, minutes, communications, and other documents;
• Analyse available human resources policies and assist in establishing solutions for human resource needs in the institute;
• Support the process for official e-signature and seal requests from UNU-IAS personnel;

5. Perform any other duties related to the UNU-IAS Administration as may be assigned, including but not limited to temporary support for recruitment of PSA positions.

A bachelor’s degree or equivalent qualification in business, accounting, sustainable development, environment, social sciences, or a related field

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

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) JPY360,333 - 398,333, 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.

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.

For details, please visit the following site:

Human Resources Assistant (PSA), United Nations University, Tokyo (UNU-IAS)