1. Assist financial operations in accordance with UNU’s policies, UN Financial Regulations and Rules and established operational practices and ensure compliance with internal control, including timely and accurate processing of receivables, payables, journal vouchers, internal transfer transactions, periodic accounts closing and reconciliations closely liaising with the UNU-Centre Administration (Offices in Tokyo and Kuala Lumpur)

• Ensure proper control of the supporting documents for payments and financial reports, preparation of all types of vouchers, and payments execution.
• Maintain internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the ERP system, including but not limited to accrual for AP, receipts and TC, and ensure corrective measures are taken as necessary
• Ensure timely accounts closure (requisitions, purchase orders and contracts) at month-end and year-end
• Ensure timely response to UNU HQ requests to resolve financial data issues, including follow-up of vouchers with banking errors.
• Assist UNU HQ for ccounts Receivable group entries and deposit entries ensuring adequate and relevant documents provided by the budget owners to support the deposit received

2. Assist in various finance related administrative work and in producing financial reports and documents, closely liaising with IAS personnel

• Maintain database and shared folders up to date for Project Managers and administrative staff
• Ensure accurate, adequate and relevant documents to support all financial functions
• Provide support to project managers and budget owners in terms of grant administration, including but not limited to preparation of account summary and financial report from the ERP system
• Maintain supporting documents and online filing system for the IAS projects

3. Provide administrative and operational support for coordination and implementation to the institute and project teams, including procurement, staff travel, and event organization for the institute and to research and education project teams;

• 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
• Process transactions (e.g. travel approvals, payment, receipting etc.) as per the UN Financial Rules and Regulations and UNU procedures, ensuring accurate, adequate and relevant supporting documents
• Execute the role of travel operator in the ERP system, including TR/TE/TC entry
• Support Asset Manager in all transactions related to the subject, such as but not limited to receipting, physical checks, asset registration and reconciliation
• Provide administrative and operational support for the organization of meetings/conferences, board meetings and staff meetings

4. Provide administrative support for external funds and grants, in particular for those from the Japanese Ministries, foundations and other donor agencies

• prepare accounting and financial reports and other relevant documents as required
• Maintain supporting documents and filing system for the IAS projects and activities

5. Perform any other duties related to the UNU-IAS Administration as may be assigned

• 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

Secondary education OR a bachelor’s degree in business, accounting, sustainable development, environment, social sciences, or a related field.

Remuneration

The successful candidate will be employed under a national PSA contract. UNU offers an attractive compensation package including a monthly net salary of 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:

Administrative Assistant, United Nations University, Tokyo (UNU-IAS)