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
