Under the overall supervision of the UNU-IAS Director, and the direct guidance and supervision of the Head of Programme and Administration and Director of UNU-IAS OUIK, the Programme Assistant shall perform the following tasks:

1. Provide day-to-day operational support of the projects:  

• Assist in day-to-day operations and administrative transactions closely liaising with UNU-IAS Administration 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;
• Provide general administrative support, including handling email correspondences, answering calls, responding to inquiries, and directing visitors to appropriate contacts;
• Provide support in creating meeting memo, PPTs, and other documents,
• Provide administrative and operational support for the organization of events such as symposiums, conferences, and meetings.  

2. Assist financial operations pursuant to UNU policies, regulations and rules: 

• Ensure proper control of the supporting documents for payments and receivables. 
• Ensure timely accounts closure (requisitions, purchase orders and contracts) at month-end and year-end.  
• Ensure timely response to UNU IAS/HQ requests related administrative matters. 
• Maintain database and shared folders up to date for the Project Manager and administrative staff. 

3. Provide administrative support for the management and execution of external funds and grants: 

• Assist in the preparation and submission of grant applications and funding proposals.
• Provide grant administration support to the Project Manager and donors, including preparing an account summary and financial report. 
• Assist in preparation of accounting and financial reports and other relevant documents as required. 
• Assist in monitoring funding disbursement while ensuing adherence to financial and reporting requirements set by donors or external funding bodies.
• Maintain supporting documents and filing system for the IAS projects and activities.  
• Assist in communication with stakeholders to gather necessary documentation for fund management and reporting.

4. Manage the office resource and document: 

• Manage office supplies and equipment, ensuring availability and functionality. 
• Coordinate with vendors and service providers to ensure timely delivery of the office resources
• Coordinate with procurement team for the maintenance of office supplies and equipment
• Update and archive documents regularly accordance with organizational guidelines.
• Utilize online document management system for file sharing and collaboration within the organization.

5. Perform any other duties as may be assigned

Bachelor’s degree in Business Administration, Public Administration, Environmental Science, International Relations or related field of study

• At least three (3) years of work experience in office administration or related duties, preferably in governments, public agencies and/or international environment;
• Knowledge and working experience of organization of conferences, logistical and financial arrangements is preferable;
• Work experience in promoting youth engagement is an asset;
• Related experience and interest in climate change, biodiversity, youth engagement, and OUIK’s research activities is desirable.
• Ability to prioritize, multitask and to manage own workload to deliver the outcome in timely manner;
• A 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;
• Excellent computer skills and proficiency in Microsoft Office are essential.

Remuneration

The successful candidate will be employed under an national PSA contract. UNU offers an attractive compensation package including an annual net salary of the range of JPY 360,333 - JPY 398,333, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

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.

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); 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.

Application Deadline:
25 June 2024 (UCT)

Expected start date:  as soon as possible