Under the overall supervision of the UNU-IAS Director, and under the direct guidance and supervision of the Head of Operations of UNU-IAS, the Administrative Assistant shall perform the following tasks:

1. Assist with day-to-day operations, including procurement, staff travel, payment, and event organization for the Institute in accordance with the UN Financial Rules and Regulations and UNU procedures

• Assist in day-to-day administrative transactions, closely liaising with the UNU Centre Administration (Operations, UNU Centre Finance in Tokyo and Kuala Lumpur) to initiate requests, obtain necessary information and clearances, process, and follow up on administrative actions
• Work closely with UNU-IAS administrative colleagues and provide technical advice on the application of policies and procedures
• Implement buyer profile functions in the ERP system, including preparation of purchase orders, contracts, receipts, and timely corrective actions on POs as required
• Ensure accurate, adequate and relevant supporting documents for the online filing system

2.  Support effective travel management in full compliance with the UN Financial Rules and Regulations, UNU procedures, and the policies of UNU-IAS, focusing on the achievement of the following results:

• Serve as travel focal point for the institute and closely liaise with the focal point of the UNU Centre
• Execute the role of travel operator in the ERP system, including checking and processing travel requests, travel expenses, and travel claims
• Disseminate updates on the travel policies and guidelines for UNU-IAS personnel in a timely manner

3. Assist the procurement activities for the Institute, including the coordination and implementation of solicitation, procurement plans and vendor management in full compliance with UN Financial Rules and Regulations, UNU procedures and the policies of UNU-IAS:

• Collect purchasing requests and the Institute’s acquisition plans, ensuring accurate tender documents for low value acquisitions (LVA) and request for quotation (RFQ)
• Provides prompt support to the requisitioners in preparing technical specifications, to ensure completeness, accuracy, and quality, and identifies optional courses of action for LVA/RFQ cases
• Support preparation of clear and concise documentation for LVA/RFQ solicitations (Justifications for waiver, Case presentation, Financial Evaluation Offers, Statement of Award)

4. Support effective asset management in compliance with the property management policies and guidelines, focusing on the achievement of the following results:

• Assist the Asset Manager in all procedures related to the subject, including receipting, physical checks, asset registration, and disposal
• Support a periodic review of asset management reports
• Liaise with project teams and custodians and update the information in the ERP system, including updates related to staff onboarding and separation

5. Assist in preparing contractual agreements with institutional organizations:

• Assist in the administration of contractual agreements with institutional organizations, including payment, contract renewals and non-renewals, contract management, and evaluation
• Track contract implementation and payment status

6. Perform any other duties as may be assigned by the supervisor

1) Education and certification

• High School Diploma, or Bachelor’s degree, preferably in business, finance, accounting, social sciences, or other related fields

2) Required skills and experience

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

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

Duration of contract

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.

How to Apply:

Please visit: https://careers.unu.edu/o/administrative-assistant-gs3

Application Deadline:  

2 September 2026 (JST)