Programme Assistant

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Job Description

About Office/Institute

United Nations University, Institute for the Advanced Study of Sustainability (UNU-IAS) is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-IAS is a UNU institute based at UNU Headquarters in Tokyo. The mission of UNU-IAS is to serve the international community through policy-relevant research and capacity development focused on sustainability, including its social, economic and environmental dimensions. Through its postgraduate education programmes UNU-IAS developes future international leaders with interdisciplinary understanding and skills needed to advance creative solutions to problems of sustainability. UNU-IAS builds on a strong tradition of UNU research and capacity development in Japan, undertaken in collaboration with a global network of professionals and scholars, particularly in Africa and Asia. For more information, please visit http://ias.unu.edu

The post is a joint appointment between Global Environment Outreach Centre (GEOC) under the Strategic Programme and Operating Unit Ishikawa/Kanazawa (OUIK) the two with approximately equal time spent at each. Although the post will be based in the UNU-IAS Headquarters office in Tokyo, occasional travel to OUIK in Kanazawa may be required as needed.

The Strategic Programme (SP) is a flagship programme implemented by the Strategy and Management Office (SMO). Under the UNU-IAS Strategic Plan 2020-2024, the Strategic Programme implements a research project on the governance for sustainable development focusing on synergies between climate change and sustainable development, budgeting and monitoring & evaluation system for SDGs. The SP also promotes outreach activities on the knowledge of UNU-IAS through the channel of Global Environment Outreach Centre (GEOC). The GEOC was jointly established by the Ministry of Environment of Japan and UNU in 1996; its mission is to foster partnership between various stakeholders, such as international agencies, national governments, local governments, companies, nonprofit organizations and citizens, to create a sustainable society. GEOC’s main activities include: (i) international partnership building, (ii) partnership building in Japan, and (iii) information sharing and communication. Under this programme, this position is responsible mainly for administrative tasks related to the newly launched youth empowerment project.

The United Nations University Institute of Advanced Studies Operating Unit Ishikawa/Kanazawa (OUIK) was established in April 2008 with strong support by local governments of Ishikawa Prefecture and Kanazawa City in Japan. OUIK has provided local and regional input into UNU’s sustainable development and international cooperation efforts in collaboration with other organizations, including UN agencies, academic institutes and local partners by implementing research on sustainable utilization of biodiversity and ecosystem services. OUIK also aims at developing communication and networks with local stakeholders through public outreach and capacity building, while sharing information about international trends. Under this programme, this position is responsible for overall administrative tasks.

Responsibilities

Under the overall supervision of the UNU-IAS Director, and the direct guidance and supervision of the Head of Programme and Administration and Director of UNU-IAS OUIK, the Programme Assistant shall perform the following tasks:

Provide day-to-day operational support of the projects:  

Assist in day-to-day operations and administrative transactions closely liaising with UNU-IAS Administration to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
Process transactions (e.g. travel approvals, payment, receipting etc.) as per the UN Financial Rules and Regulations and UNU procedures, ensuring accurate, adequate and relevant supporting documents;
Provide general administrative support, including handling email correspondences, answering calls, responding to inquiries, and directing visitors to appropriate contacts;
Provide support in creating meeting memo, PPTs, and other documents,
Provide administrative and operational support for the organization of events such as symposiums, conferences, and meetings.

Assist financial operations pursuant to UNU policies, regulations and rules: 

Ensure proper control of the supporting documents for payments and receivables.
Ensure timely accounts closure (requisitions, purchase orders and contracts) at month-end and year-end.
Ensure timely response to UNU IAS/HQ requests related administrative matters.
Maintain database and shared folders up to date for the Project Manager and administrative staff.

Provide administrative support for the management and execution of external funds and grants: 

Assist in the preparation and submission of grant applications and funding proposals.
Provide grant administration support to the Project Manager and donors, including preparing an account summary and financial report.
Assist in preparation of accounting and financial reports and other relevant documents as required.
Assist in monitoring funding disbursement while ensuing adherence to financial and reporting requirements set by donors or external funding bodies.
Maintain supporting documents and filing system for the IAS projects and activities.
Assist in communication with stakeholders to gather necessary documentation for fund management and reporting.

Manage the office resource and document: 

Manage office supplies and equipment, ensuring availability and functionality.
Coordinate with vendors and service providers to ensure timely delivery of the office resources
Coordinate with procurement team for the maintenance of office supplies and equipment
Update and archive documents regularly accordance with organizational guidelines.
Utilize online document management system for file sharing and collaboration within the organization.

Perform any other duties as may be assigned

Key Performance Indicators

Timely and quality administrative support for the teams
Timely and accurate communication with team members and stakeholders
Quality engagement with international and local project implementation partners including youth
Timely and quality support for preparation, organisation, and follow-up of the events
Timely and quality delivery of accounting, financial and other administrative reports

Qualifications

Education and certification

Bachelor’s degree in Business Administration, Public Administration, Environmental Science, International Relations or related field of study

Required skills and experience

At least three (3) years of work experience in office administration or related duties, preferably in governments, public agencies and/or international environment;
Knowledge and working experience of organization of conferences, logistical and financial arrangements is preferable;
Work experience in promoting youth engagement is an asset;
Related experience and interest in climate change, biodiversity, youth engagement, and OUIK’s research activities is desirable.
Ability to prioritize, multitask and to manage own workload to deliver the outcome in timely manner;
A good team player with strong interpersonal skills, demonstrated by the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity;
Excellent computer skills and proficiency in Microsoft Office are essential.

Language Requirements: