Administrative and HR Assistant Consultant

Job Posting Organization:
The United Nations University (UNU) is a global think tank and postgraduate teaching organization that operates within the United Nations System. Established to engage in policy-relevant research, capacity development, and knowledge dissemination, UNU aims to further the purposes and principles of the United Nations. Over the past fifty years, UNU has been a vital source of impartial research focused on 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 is relevant to policy-making and aimed at fostering positive global change. The organization collaborates closely with various UN entities and leading research institutions worldwide, making it a pivotal player in addressing pressing global challenges.

Job Overview:
The Administrative and HR Assistant Consultant will play a crucial role in supporting the Office of the Rector at the United Nations University. This position is designed for individuals who can provide operational, financial, administrative, and human resources support under the supervision of the Council & Administrative Officer. The consultant will be responsible for a variety of tasks that include administrative support for finance, human resources, procurement, and general office operations. The role requires a proactive approach to managing multiple responsibilities, ensuring timely and high-quality delivery of services, and maintaining a well-organized and efficient workflow. The consultant will also be expected to assist in budget setup, supplier management, and asset management activities, as well as support procurement activities and maintain documentation related to these processes. The position demands a strong commitment to the values and principles of the United Nations, including integrity, humility, and a focus on delivering results that positively impact the global community.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and HR Assistant Consultant include but are not limited to: providing administrative support for finance, human resources, procurement, and general office operations; preparing and processing ERP transactions such as requisitions, receipt transactions, and payment requests; supporting budget setup and supplier management in the ERP system; assisting with asset management activities, including maintaining asset records and coordinating ICT asset handover and disposal processes; running financial reports in the ERP system and preparing pivot tables in Excel; supporting procurement activities and maintaining related documentation; preparing travel, logistics, and administrative documentation for meetings and official events; updating and maintaining the UNU Council SharePoint site and ensuring proper archiving and document management; drafting, formatting, proofreading, and archiving administrative correspondence, reports, presentations, and other official records; providing administrative support for HR-related activities, including contract administration and payment processes; and performing any other duties as assigned by the Council & Administrative Officer.

Required Qualifications:
The position requires a bachelor's degree and a minimum of one year of relevant work experience. Candidates should possess good knowledge of Microsoft Word and Excel, with a willingness to further develop relevant skills. The ability to exercise discretion and professionalism when handling confidential information is essential. Strong written and verbal communication skills in English are required, along with a strong customer service orientation and a professional demeanor. The successful applicant must be able to work remotely on a full-time basis and be available during the core working hours of 11:00–17:00 Japan Standard Time (JST).

Educational Background:
Candidates must hold a bachelor's degree from an accredited institution. This educational background is essential for understanding the complexities of administrative and human resources functions within an international organization like UNU.

Experience:
The position requires at least one year of relevant work experience. This experience should ideally include administrative support roles, particularly in finance, human resources, or procurement, within a similar organizational context. Familiarity with ERP systems and financial reporting is highly desirable.

Languages:
Good written and verbal communication skills in English are mandatory for this position. Knowledge of another UN official working language is considered an asset, enhancing the candidate's ability to communicate effectively in a diverse international environment.

Additional Notes:
The successful candidate will be engaged under a Consultant Contract (CTC) and may not provide services for more than twenty-four months within a thirty-six month 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. The remuneration for this position will be commensurate with experience and based on a monthly rate submitted as part of the application process. This contract does not entitle the consultant to paid annual leave or sick leave. The expected start date for the position is 17 August 2026, or another mutually agreed date. Interested applicants are required to submit a cover letter, a current CV, and two references who can attest to their work experience and performance.