Administrative Officer

Job Posting Organization:
The United Nations University (UNU) is a global think tank and postgraduate teaching organization 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 become a vital source of impartial research focusing 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 operating 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. The organization collaborates closely with other UN entities and leading research institutions worldwide, reinforcing its commitment to addressing pressing global challenges.

Job Overview:
The Administrative Officer position is situated within the Office of the Rector, which supports the Rector in their role as the chief academic and administrative officer of UNU. This role is pivotal in managing correspondence directed to the Rector, ensuring the coherence of the Rector's schedule, and providing executive support as part of the direct support team. The Administrative Officer will be responsible for overseeing the correspondence management process, managing the Rector's executive scheduling, facilitating external relations, and supporting HR matters within the Office of the Rector. The position requires a proactive approach to ensure that the Rector is well-supported in all administrative functions, contributing to the effective governance and policy development of the University.

Duties and Responsibilities:

• Correspondence Management: The Administrative Officer will maintain, monitor, and analyze the official correspondence management process and system. They will review, prioritize, and route incoming correspondence, ensuring timely action and response. The officer will draft official letters for the Rector's review and signature, ensuring quality control in terms of formatting, grammar, and adherence to the UN Correspondence Manual.
• Executive Scheduling Management: The officer will provide coordination support in managing the Rector’s daily calendar, ensuring coherent representation and engagement. They will gather invitations for discussion with the Rector and Chief of Staff, ensuring appropriate UNU representation at key events.
• External Relations Support: The Administrative Officer will facilitate the Rector's interactions with external partners, including ambassadors and high-level officials, and will support the organization of official events and hospitality for the Rector.
• HR Matters Support: The officer will assist in the administration of HR matters, supervise the translation of staff titles, contribute to recruitment processes, and support the onboarding and separation of staff.
• Other Duties: The officer will perform additional duties as assigned by the Rector and Chief of Staff, ensuring that all tasks are completed efficiently and effectively.

Required Qualifications:
Candidates must possess a Master’s degree in public administration, management, social sciences, or related fields. Alternatively, a Bachelor’s degree combined with two additional years of qualifying experience may be accepted in lieu of an advanced degree. Required skills include a minimum of two years of progressively responsible experience at the international level in managing complex administrative processes, familiarity with UN protocols and systems for high-level correspondence, and proficiency in computer applications and software packages such as MS Word and Excel. Candidates should demonstrate the ability to maintain confidentiality, organize multiple tasks, and work effectively in a multicultural environment. Desirable qualifications include prior experience in an executive office and familiarity with UN operations.

Educational Background:
A Master’s degree in public administration, management, social sciences, or related areas is required. A Bachelor’s degree may be accepted if accompanied by two additional years of relevant experience. This educational background is essential for understanding the complexities of administrative processes within the UN framework and for effectively supporting the Rector's office.

Experience:
The position requires a minimum of two years of progressively responsible experience at the international level, specifically in managing complex administrative processes. Experience within the UN System is highly valued, particularly regarding protocols and systems for high-level correspondence. Candidates should have a proven track record of handling administrative tasks efficiently and effectively, demonstrating the ability to work under pressure and manage a high volume of work.

Languages:
Fluency in English and Japanese is 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:
This is a full-time, fixed-term appointment with an initial duration of one year, subject to satisfactory performance and the possibility of renewal. The position offers an attractive, tax-exempt compensation package, including an annual net salary, 30 days of annual leave, dependency benefits, a pension plan, and a health insurance scheme. The expected start date is as soon as possible, and candidates are encouraged to apply without needing an account. Applications must be submitted by the deadline of 20 September 2026, by 23:59 JST. The UNU is committed to diversity and inclusion, encouraging applications from all qualified candidates, including women and individuals from developing countries.