Administrative Assistant

Job Posting Organization:
The United Nations University (UNU) is a global think tank and postgraduate teaching organization established within the United Nations System. Its mission is to engage in policy-relevant research, capacity development, and knowledge dissemination to further the purposes and principles of the United Nations. Over the past fifty years, UNU has been a source of impartial research on critical global issues such as sustainability, security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">human security, and economic development. With hundreds of researchers working across 12 countries, UNU's expertise encompasses the full spectrum of the 17 Sustainable Development Goals, generating knowledge that informs policy and drives positive global change. UNU collaborates closely with other UN entities and leading research institutions worldwide, contributing to a collective effort to address pressing global challenges. For more information, please visit http://unu.edu.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operational functions of the United Nations University Institute of Advanced Studies Operating Unit Ishikawa/Kanazawa (OUIK). This position involves a variety of administrative tasks that ensure the efficient functioning of the office. The Assistant will be responsible for maintaining and updating administrative records, serving as a contact point for internal and external stakeholders, and assisting in the organization of events and meetings. The role requires a proactive approach to problem-solving and the ability to work collaboratively with a diverse team. The Assistant will also manage travel arrangements, procurement processes, and financial tracking, ensuring compliance with UNU regulations. This position is ideal for individuals who are organized, detail-oriented, and passionate about contributing to sustainability and international cooperation efforts.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• General Administrative Services: Support day-to-day operational tasks to ensure efficient office functioning. Maintain and update administrative data, records, and documentation in compliance with UNU policies and procedures. Serve as a contact point for internal and external partners and stakeholders on administrative matters.
• Event Organization: Assist in planning, coordinating, and implementing logistical arrangements for events, symposiums, workshops, and meetings organized by OUIK. Provide on-site support during events, including partner coordination, preparation of materials, and event documentation.
• Travel Arrangements: Assist with travel arrangements for staff and visitors, including preparation of travel authorizations, itineraries, and supporting documentation. Prepare travel claims and follow up in compliance with UNU regulations.
• Procurement and Logistics: Prepare and process procurement requests and supporting documentation in line with UNU requirements. Liaise with vendors and service providers to ensure timely and compliant delivery of goods and services.
• Funds and Financial Management: Track project and operational budgets and expenses, ensuring proper processing of financial transactions in compliance with UNU regulations. Assist in producing financial reports for donors and support financial reconciliation in coordination with UNU finance personnel.
• Perform other duties as assigned by the supervisor.

Required Qualifications:

• Education and Certification: A bachelor's degree or higher in a relevant field such as sustainability, environmental studies, regional planning, social sciences, or a related discipline is required. A high school diploma with additional years of relevant work experience may be considered.
• Required Experience & Skills: Candidates should have at least 3 years of working experience in an academic institution or equivalent for those with a high school or junior college diploma, or at least 1 year for candidates with a bachelor’s degree or higher. Experience in event organization, administrative services, travel arrangements, procurement and logistics, or funds and financial management is preferred, particularly in sustainability, regional development, or community engagement. Strong computer skills, including proficiency in standard office software, are essential. The ability to work in multicultural and interdisciplinary environments is also required.

Educational Background:
Candidates must possess a bachelor's degree or higher in a relevant field such as sustainability, environmental studies, regional planning, social sciences, or a related discipline. For those with a high school diploma, additional years of relevant work experience may be considered as a substitute for formal education.

Experience:
The position requires a minimum of 3 years of working experience in an academic institution or equivalent for candidates with a high school or junior college diploma. Candidates with a bachelor's degree or higher should have at least 1 year of relevant experience. Experience in event organization, administrative services, travel arrangements, procurement and logistics, or funds and financial management is preferred, particularly in contexts related to sustainability, regional development, or community engagement.

Languages:
Full professional proficiency in Japanese is required (JLPT N1 or equivalent), and fluency in English is also required. Knowledge of an additional UN official working language is considered an asset.

Additional Notes:
The contract duration is from 1 January 2026 to 31 December 2026 (tentative). The daily fee for this position is JPY 15,800, with a total maximum amount of JPY 3,792,00

• Payment will be made based on the number of actual worked days, with the consultant expected to work 20 days per month. The successful candidate will work under a Consultant Contract (CTC) for a maximum of 240 days during the contract period. It is important to note that UNU does not sponsor a working visa for this position, and consultants do not hold international civil servant status. Additionally, UNU is committed to diversity and inclusion within its workforce and encourages applications from all qualified candidates.