Administrative Assistant I (FTA GS-3)

Description

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 http://unu.edu

About UNU Centre Administration

UNU Centre Administration is responsible for developing and implementing administrative policies governing the UNU and its global network of institutes and programmes. In addition, UNU Centre Administration provide services to internal clients in the areas of financial management, budgeting, human resources management, travel and procurement. UNU Centre Administration is located in Tokyo, Japan, with a global services centre based in Putrajaya, Malaysia.

Responsibilities

Reporting to the Operations Services Manager, the Administrative Assistant is responsible for supporting cash management, asset management, invoicing and general administration work at the UNU-Centre Tokyo office.

1. Accounting and Finance support

• Submit invoices of the ERP’s Payable module, thereby ensuring adherence to appropriate financial procedures

• Assist in Year-End closing by preparing finance documentation and raising GL journals following the official guidelines

• Create/update manuals for internal use to improve administrative efficiency

• Liaising with other UNU offices and institutes for cost allocation

2. Cash management

• Withdraw and deposit cash at the local bank

• Check JPY deposits and provide information on the remittance for the UNU Treasury

• Check deposits for UNU publications and provide the supporting documents for the UNU Treasury

• Prepare bank statements for fund transfer

3. Asset management

• Review and update the Asset management database in a timely manner

• Review tag number issuance requests and ensure the whole workflow to register a new asset is completed

• Prepare and organize documentation for additions or disposals of the assets

• Verify assets annually and biannually in accordance with SOP.

4. Invoicing

• Create, review, or finalize invoices for UNU Centre Tokyo

• Directly contact other UN agencies for HQ building department for billing and taking care of irregular cases.

• Monitor the payment statuses, thereby ensuring the outstanding receivables are collected timely

• Raise journal entries for inter-office/agency transactions while coordinating with billing units and UNU-wide institutes or other UN agencies

• Issue invoice numbers for ad-hoc-based billing activities and ensure the necessary information is smoothly provided for the Treasury team

5. Support for Travel Unit

• Help the travel unit with creating TR and TC when needed, clarification of the travel policy interpretation, and documenting the local operational manuals for efficient procedure

• Assist in collecting and compiling the information for the annual DSA survey

6. Operational and administrative duties

• Prepare and organize documentation for consumption tax exemption

• Create Requisitions for the HQ building and other UNU Centre Tokyo units

• Assist the procurement unit in checking and or translating documentation and updating the supplier information

• Support other units for internship stipend payments

• Replenish office supplies

• Update the UNU intranet for the operational manual of mail/courier services and any other procedures for efficient workflows

• Testing or exploring the ERP system and giving feedback for improvement

• Support for domestic and international couriers

7. Perform other duties as assigned by supervisor.

Key performance indicators

• Timely and quality development and implementation in invoicing

• Timely and quality delivery of documentation for tax exemption

• Prompt and effective resolution to UNU personnel’s queries and requests

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

Requirements

1) Education and certification

• Completed secondary education, OR High School Diploma, OR Bachelor’s degree preferably in Administration, Finance, or a field relevant to the position

2) Required skills and experience

• Secondary Education or High School Diploma with 3 years OR Bachelor’s degree with 1 year of experience in administration and finance related roles.

• Experience in administration work is an asset;

• Good Excel spreadsheet skills, including the use of functions and formulas, and experience in handling ERP systems;

• Knowledge and experience of basic accounting and finance;

• Result-oriented, self-motivated and “hands-on” with the ability to prioritize work and multi-task;

3) Language Requirements

• Fluency in English is required;

• Good command of oral and written Japanese is required;

• Knowledge of another UN official working language is an asset.

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.

Expected start date

1 January 2027

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

19 August 2026

Submissions must be received by 23:59, JST time-zone on the deadline; late entries will not be accepted.

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.

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.