Programme Officer (P2)

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 Office of the Rector

The Office of the Rector supports the Rector in his capacity as chief academic and administrative officer of the UNU. The Office assists in executive management and coordination of the UNU system and provides overall direction in matters of governance and policy development.  The Office supports the work of the University’s governing board, the UNU Council, and manages the legal affairs of the University.

Responsibilities

The Programme Officer manages key processes and meetings of the Office of the Rector, working nimbly and efficiently to address a range of issues. They help coordinate the UNU Conversation Series and manage the Junior Fellows internship programme.  The Project Managers also supports key initiatives in support of UNU’s organizational performance, budgeting, and knowledge management.

1. Manage key processes and meetings of the Rector’s Office:

• Supports the Chief of Staff and Rector in executing a range of processes and meetings, including by:

  • Drafting and reviewing correspondence, analyses, minutes, talking points, speeches, articles, and other materials;

  • Supporting meetings with internal and external stakeholders, including through preparation, attendance, notes, follow up, provision of Japanese interpretation, and attending on behalf of the Chief of Staff were appropriate;

  • Attending daily briefings with the Chief of Staff and Rector on resolving key office priorities and taking ownership of resolving issues as delegated by the Chief of Staff or Rector.

  • Provide strategic guidance on management of the Junior Fellows Internship Programme and support the onboarding of new personnel.

2. Coordinate the UNU Conversation Series and other events

• Manages UNU’s flagship public event series, the Conversation Series.

• Liaises with the Rector and event guests to coordinate events, including event titles, content, public announcements, and logistics.

• Manages and supports other public and joint events with key stakeholders, including the Japanese Ministry of Foreign Affairs, foreign embassies in Japan, and other UN agencies, including by liaising with vendors, facility coordinators, participants, and organizers.

3. Contribute to UNU’s organizational performance:

• Supports organizational performance initiatives, including by leading the process of periodic external evaluations for UNU Institutes (i.e., drafting Terms of Reference, supporting the Rector in the selection of evaluation panel members, etc.)

• Contributes to the preparation of various written outputs such as annual reports, project reports, project proposals, and analytical notes, including by collecting, analyzing, and presenting statistical data and other information gathered from diverse sources for reports to key stakeholders;

4. Budget planning and analysis:

• Manages the drafting of financial analysis reports on UNU Institutes, in close liaison with the UNU Finance Team, for the review of UNU Management Group to support oversight and decision-making;

• Serves as the RO focal point for UNU budget preparation and review, liaising between RO & Finance for financial analysis of the Centre and Institutes;

• Provides technical support in the budget planning, analysis and management process, including drafting reports and providing inputs and data.

5. Manage knowledge management and internal coordination:

• Oversees UNU’s project management system Pelikan, responsible for liaising with the UNU IT team regarding system updates and continuous improvements of the system;

• Manages spot checks of the UNU Institutes’ projects and generates analytical reports;

• Trains and advises Pelikan focal points; 

• Serves as focal point in the Rector’s Office for the Pelikan Replacement Project Working Group created to implement the decision to replace Pelikan with a modern, integrated project management system.

• Supports annual internal and external audits relating to project management at UNU.

6. Perform other official duties and special assignments which may be assigned by the Chief of Staff or Rector.

Key performance indicators

• The Rector’s Office is well supported with timely and high-quality written materials (correspondence, reports, articles, talking points, minutes, etc.).  The Rector’s Office is well prepared and supported for key meetings, including necessary pre-briefing and follow-up.

• The UNU Conversation Series and other events smoothly and receive positive feedback.

• Junior Fellows programme is well managed.

• Timely and smooth management of organizational performance processes with UNU Institutes, including external institute evaluations.

• Timely and quality delivery of periodic financial assessment reports of UNU Institutes and timely, high quality analysis during development of the biannual UNU-wide budget.

• UNU’s project management system (Pelikan) remains up to date and Institute focal points record information timeously and accurately in accordance with UNU project management guidelines.

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

1) Education and certification

• Master’s degree in business administration, management, project management, economics, social sciences, or a related field with two (2) years’ experience is required.

  Or

  In lieu of a master’s degree, a bachelor’s degree with an additional two (2) years of relevant experience will be given due consideration.

2) Required skills and experience

• A minimum of two (2) years of progressively responsible experience in project/programme management, coordination, and/or financial analysis.

• Experience in an academic institution, international organization, or NGO;

• Substantial experience organizing international events;

• Knowledge of analytics methodologies and tools;

• Excellent problem-solving skills and ability to work against tight deadlines;

• Excellent drafting, writing, communications and presentation skills, including the ability to distill complex matters into concise written products;

• Excellent team player with good interpersonal skills and ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.

• Desirable:

  • Experience in project/programme management in the interface of research, capacity building, and policy engagement is an asset;

  • Experience with performance, organizational effectiveness, process consultation, or management consulting an advantage;

  • Experience with the United Nations system or similar international organization and with relevant policies, guidelines and procedures is an asset.

3) Language Requirements

• Fluency in English is required.

• Knowledge of Japanese is highly desirable.

• Knowledge of another UN official working language is an asset.

Remuneration

UNU offers an attractive, tax-exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL

Duration of contract

This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.

For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.

Starting Date

1 July 2025

How to Apply

To apply to UNU, you will not need an account. Instead, we ask that you:

• Apply via the apply link;

• fill out the UNU P11 Form (please avoid using similar forms provided by other United Nations organisations);

• provide a motivation statement (in the P11 form); and

• answer a few questions that are tailored to the position.

You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline

23 March 2025

Submissions must be received by mid-night JST time zone on the deadline; late entries will not be accepted.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks and references.

Special notice

Staff members of the United Nations University are international civil servants subject to the Rector's authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised.

UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.

UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

If you have supervisory function, you need to have awareness on gender related issues.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.