About UN University (UNU)

The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.

For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit

About Office/Institute

UNU-IAS is one of 13 research and training Institutes that comprise the think tanks in the UNU system, and is a UNU institute based at the university's headquarters in Tokyo, dedicated to advancing global efforts towards a more sustainable future. UNU-IAS serves the international community through policy relevant research and capacity development focused on sustainability, integrating its social, economic, and environmental dimensions. The activities of the institute are in three thematic areas: sustainable societies, natural capital and biodiversity, and global change and resilience. The work of UNU-IAS is directed towards priority issues for the UN system and Member States, contributing to high-level policymaking and debates to address problems of global concern. For more information, please visit

Responsibilities

Under the overall guidance and supervision of the UNU-IAS Director, and under the direct guidance and supervision of Finance and Administrative Analyst, the Consultant shall perform the following tasks:

1. Provides HR administrative services in the field of recruitment, onboarding, benefits, and entitlements focusing on achievement of the following results:

• Assists in providing guidance on the interpretation and application of human resources policies, rules, and regulations related to recruitment and staffing.

• Supports the organization of recruitment activities by processing the vacancy announcements and applications, facilitating communication with the hiring managers and applicants, and candidate background checks.

• Conducts onboarding briefings and separation processes.

• Supports the monitoring and use of the absence management module and leave-related queries.
  

2. Supports contract management, focusing on the following results:

• Prepares contract offers, determines step levels, and processes extension requests in consultation with hiring managers for Personnel Service Agreements (PSA) and as required for fixed-term appointments (FTA).

• Assists in compiling necessary documentation for PSA promotion requests and coordinating with division heads to ensure timely submission.

• Responds to basic personnel contract queries.

• Supports with receipt creation, requisitions, purchase order (PO) modifications and consultant contract (CTC) invoices.
  

3. Provide day-to-day administrative assistance and handle operational procedures such as staff travel, procurement, payment, receipting, and event organization for the institute and the project teams

• Assist in day-to-day operations and administrative transactions closely liaising with UNU Administration (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 arranger 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.

• Produce official documents, including letters and financial reports, in Japanese upon request.
  

4. Perform any other duties as may be assigned

Key performance indicators

• Timely, pro-active, and smooth operation of the IAS Admin Team.

• Documents, letters, and forms are correctly prepared, and follow-up is done as needed.

• Information is correctly disseminated as needed.

• Timely and quality responses to queries.

• Quality engagement with internal and external partners.

Competencies

Values:

• Inclusion — take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity

• Integrity — act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards

• Humility — demonstrate self-awareness and willingness to learn from others

• Humanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet

Behaviours:

• Connect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UN

• Analyse and plan — seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action

• Deliver results with positive impact — hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves

• Learn and develop — pursue own learning and development and contribute to the learning and development of others

• Adapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways