Job description
United Nations University (UNU)
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.
About Office/Institute
UNU-IAS is one of 14 research and training Institutes that comprise the think tanks in the UNU system and is based at the universityโs 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 four thematic areas: i) governance for sustainable development, ii) biodiversity & society, iii) water & resource management, and iv) innovation & education. 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.
Through postgraduate education UNU-IAS develops international leaders with the interdisciplinary understanding and technical skills needed to advance creative solutions to problems of sustainability. The institute offers masterโs and doctoral degree programmes, and innovative short courses, in close collaboration with leading universities in Japan and other countries. For more information, please visit http://ias.unu.edu.
Responsibilities
The Programme Assistant provides administrative support for the implementation of the Postgraduate Degree and Training Programme (PDT) in close communication with the team and other UNU-IAS personnel. Under the overall supervision of Academic Advisor, and direct supervision of Head of PDT, the Programme Assistant will undertake the following tasks in consultation with the Programme Coordinator of PDT and other member of PDT:
1. Arranging overall academic affairs and research administration under the UNU-IAS-PDT, focusing on achievement of the following results:
Assist in planning and implementing tasks related to academic affairs including administrative tasks related to applications, admission, enrolment, scholarship arrangement, development of an academic calendar and a course schedule, student support, research grant and other relevant matters in coordination with faculty members;Prepare documents and reports, including transcripts and academic certificates;Prepare and report to faculty meetings and other academic-related meetings on academic affairs;Manage an academic learning management system for the courses; andCoordinate the preparation and operation of projects and events including research projects, annual ceremonies, academic workshops, meetings and other relevant conferences.2. Arranging overall student services under the UNU-IAS-PDT, focusing on achievement of the following results:
Assist in providing student services including registration, scholarship, student housing, insurance and other day-to-day operations; Provide guidance to students and faculty members for the administrative process for student services in timely manner as required;3. Assisting coordination tasks related to collaboration with partner institutions, funding organizations and experts focusing on achievement of the following results:
Maintain contacts with partner universities and potential institutions for academic and student exchange arrangements including credit recognition between the respective academic courses;Liaise with partner universities to organize collaborative activities including SDGs and University Platform;Assist in maintaining a good communication with donor organizations for funding arrangement supporting the PDT programmes; andSupport to outreach efforts for planning and implementation of the promotion activities of the PDT programmes.4. Engaging in management various administrative matters including payment process for PDT programmes, focusing on achievement of the following results:
Process various administrative matters including preparation and documentation of reports, meetings, travel, contracts, procurement, and related payments as required.5. Perform other duties as requested by Academic Advisor and Head of PDT
Key Performance Indicators
Timely and quality implementation of administrative process for admission, academic affairs and student servicesTimely and quality coordination among faculty members and students on the programmes and projects implemented by the PDTQuality communication with other operation units, the donor, partner universities and experts involvedTimely, complete and accurate documentationInformation is easily available, and databases are up to dateCompetencies
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 UNAnalyse 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 actionDeliver 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 servesLearn and Develop - Pursue own learning and development and contribute to the learning and development of othersAdapt and Innovate - Demonstrate flexibility, agility and the ability to think and act in novel waysQualifications
Education and certification
Bachelorโs degree in education, public administration, sustainable development, business administration or a related field to the sustainability science
Required skills and experience
Bachelorโs degree with 1 year (for PSA1) or (3 years for PSA2) of relevant administrative work experiences in higher education institutions is required.Knowledge and experience related to administration of academic affairs, student affairs, and research support, preferably in an international setting;Experience in drafting complex reports, communications, and presentations both in English and Japanese is required;Proven 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;Proficiency in IT skills and data management including knowledge of spreadsheet and database packages, experience in handling of web-based management systems and e-learning programmes such as Moodle; andAbility to establish priorities, engage in multitasks, and work with timelines;
Language Requirements:
Excellent writing and communications skills in both Japanese and EnglishKnowledge of another UN official working language is an asset.
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 315,083 - JPY 373,000, 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.
Starting 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 (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
12 April 2024 (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
Staff members of the United Nations University are international civil servants subject to the Rector's authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised. 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 organisation. 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.
If you have supervisory function you need to have awareness on gender related issues.
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 at the same grade level and with similar job description, experience and educational requirements.
Scam Warning
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