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 Institute (UNU-IAS)
United Nations University, Institute for the Advanced Study of Sustainability (UNU-IAS) is one of 13 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 develops 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
Responsibilities
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
Key performance indicators
- High quality, timely and accurate service is provided to requestors
- Timely delivery of accurate and quality technical advice and documents pursuant to the UN financial rules and regulations and other UN policies and guidelines
- Ensure the shared folders and files are up to date
- Timely and quality transactions and relationships with stakeholders such as research partners, governments, donors, and civil society
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
