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. Protocol management with the MOFA of Japan
- Issue Note Verbale to register or update staff members, the official car, and other official information with MOFA
- Prepare applications for the residential status of non-Japanese staff members under diplomatic or official status, and contact them directly to ensure accuracy and timeliness
- Clarify the latest requirements and update the manuals regularly by contacting the Protocol Office of MOFA of Japan
2. Administrative work of HR for the UNU Tokyo office
- Maintain an updated list of all the Tokyo office headcounts every month for the security list, application forms for immigration, the report for the Environment Management, or any other documentation officially required
- Assist staff in registering their profile in the UNDSS system
- Issue certificates of employment when requested
- Order business cards
- Update and share the floor map every month by liaising with the units across the UNU Centre Tokyo.
- Assist non-Japanese staff in visa application
- Update the intranet for the operational manuals and the various information for efficient administrative procedures
3. Administrative work of Finance
- Payments
- 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.
- Cash management
- Withdraw and deposit cash at the local bank in a timely manner by liaising with the requesting unit
- Help the Treasury team identify the deposits in JPY transactions when requested
- Issue invoice numbers for ad-hoc-based billing activities and ensure the necessary information is smoothly provided for the Treasury team
- General accounting
- Assist in Year-End closing, including financial documentation, following the official guidelines
4. Operational duties
- Create Requisitions in the ERP system
- Monitor personal usage of official mobile phones, provide the data for the respective users every month, and liaise with the HR team for payroll adjustments
- Assist the Travel Unit in collecting and compiling the information for the annual DSA survey
- Update the list of stores designated by MOFA for tax exemption
- Assist in the staff welfare fund process, such as payments, and update of staff information
- Prepare and organize documentation for consumption tax exemption
- Testing or exploring the ERP system and giving feedback for improvement
5. Perform other duties as assigned by supervisor.
Key performance indicators
- Timely and quality delivery of HR reports and Note Verbale
- Timely and accurate process of utility payments
- 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
