Job description

About United Nations University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit http://unu.edu

About Institute for the Advanced Study of Sustainability (UNU-IAS)

United Nations University, Institute for the Advanced Study of Sustainability (UNU-IAS) is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-IAS is a UNU institute based at UNU Headquarters in Tokyo. The mission of UNU-IAS is to serve the international community through policy-relevant research and capacity development focused on sustainability, including its social, economic and environmental dimensions. Through its postgraduate education programmes UNU-IAS developes future international leaders with interdisciplinary understanding and skills needed to advance creative solutions to problems of sustainability. UNU-IAS builds on a strong tradition of UNU research and capacity development in Japan, undertaken in collaboration with a global network of professionals and scholars, particularly in Africa and Asia. For more information, please visit http://ias.unu.edu

BDS is an Academic Programme of UNU-IAS, which implements activities to promote Socio-Ecological Production Landscapes and Seascapes (SEPLS) by enhancing academic excellence. Based on the research outputs, the programme contributes to biodiversity-related global discussions such as the negotiation for Post-2020 Global Biodiversity Framework (GBF). It also conducts capacity development based on accumulated experience and knowledge on SEPLS, such as promoting other effective area-based conservation measures (OECMs) and assisting Parties to the Convention on Biological Diversity (CBD) to promote landscape approaches through the process of revision and implementation of National Biodiversity Strategies and Action Plans (NBSAPs) to contribute to the GBF and Sustainable Development Goals (SDGs).

It also provides operational support for the International Partnership for the Satoyama Initiative (IPSI) as its secretariat, in a fair participatory manner and through a multi-stakeholder engagement process.

Responsibilities

Under the overall supervision of the UNU-IAS Director and under the direct guidance and supervision of the Biodiversity and Society (BDS) Programme Manager, the Programme Assistant will be responsible for the following duties:

1. Assist in implementation of academic and knowledge management activities under the BDS programme, focusing on the following areas:

• Assist in creation and communication of digital knowledge products relevant to the programme, including website information and videos
• Assist in providing logistical support for preparation, organization, and follow-up of conferences, meetings, and other public events
• Assist in daily communications within UNU-IAS and with partners related to project operations including meeting arrangements, information sharing, and other related matters
• Maintain supporting documents and a filing system for the project

2. Provide administrative support for the implementation of the BDS Programme including financial operation, procurement, travel arrangement, and external grant management, cooperating with the Administration Unit of the UNU-IAS;

• Assist in various finance-related administrative work and in producing financial reports and documents
• Provide administrative support for external funds and grants, in particular those received from the Government of Japan, foundations, and other donors
• Assist in preparing contractual agreements with individual consultants and institutional organizations, maintaining and monitoring contract implementation
• Assist procurement activities 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
• Assist in travel arrangements for the staff of the BDS Programme

3. Provide administrative support for the BDS Programme members focusing on the following areas;

• Support scheduling and appointments, receiving visitors, and handling queries
• Manage and handle all forms of correspondence for the BDS Programme members in both English and Japanese
• Make necessary arrangements for official travels of the BDS Programme members cooperating with the organizer and the Administration Unit of the UNU-IAS

4. Perform other duties assigned by the Head of BDS Programme

Key performance indicators

• Timely and quality administrative and logistical support for BDS projects
• Timely and quality delivery on accounting, financial and other administrative reports
• Quality and level of communication with partners related to the project operation

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

Qualifications

Education and certification:

• Bachelor’s Degree in business administration, public administration, natural science or equivalent field of study

Experience:

• Bachelor’s degree with 1year work experience in office administration or related duties
• Knowledge and working experience with the organization of conferences, including logistical and financial arrangements is preferable
• Work experience in international organizations or promoting major international initiatives is an asset
• Proficiency in MS Office Applications (MS Word, Excel, PowerPoint and Outlook)
• Ability to establish priorities, work within tight deadlines and handle multiple concurrent activities
• Good team player with strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

Language Requirements:

• Fluency in English is required
• Knowledge of another UN official working language is an asset
• Fluency in Japanese is an advantage

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) JPY315,083 - 348,083, 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.

Expected start date: As soon as possible.

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 (https://i.unu.edu/media/unu.edu/page/24952/UNU-P11-PHP-Personal-History-Form-FINAL.docx) (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 (https://i.unu.edu/media/unu.edu/page/24952/Values-and-Behaviours-Framework_Final.pdf) for more information.

Application Deadline: 12 September 2023 (UTC)

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks and references.

Special notice

National PSA only: UNU does not sponsor a working visa for this position.

PSA holders do no hold international civil servant status nor are they considered a “staff member” as defined in the UN Staff Rules and Regulations.

UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organization. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.

UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Apply at: https://careers.unu.edu/o/programme-assistant-biodiversity-and-society-psa/c/new