Administrative and HR Assistant (Consultant) - Remote

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 The Office of the Rector supports the Rector in fulfilling his responsibilities as the chief academic and administrative officer of the United Nations University. The Office assists in the executive management and coordination of the UNU system, provides overall direction on governance and policy matters, supports the work of the UNU Council and its Executive Committee, and oversees the legal affairs of the University. Responsibilities Under the supervision of the Council & Administrative Officer, the incumbent will provide operational, financial, administrative, and human resources support to the Office of the Rector. Duties include, but are not limited to: Provide administrative support for finance, human resources, procurement, and general office operations. Prepare and process ERP transactions, including requisitions, receipt transactions, payment requests, and other financial and administrative transactions. Support budget setup and supplier management in the ERP system. Assist with asset management activities, including maintaining asset records and coordinating ICT asset handover and disposal processes. Run financial reports in the ERP system, prepare pivot tables in Excel, and produce other reports as required. Support procurement activities and maintain related documentation. Support the preparation of travel, logistics, and administrative documentation for meetings, Council sessions, and other official events. Update and maintain the UNU Council SharePoint site and other SharePoint repositories, ensuring proper archiving and document management. Draft, format, proofread, and archive administrative correspondence, reports, presentations, meeting documents, and other official records. Provide administrative support for HR-related activities, including supporting contract administration and the payment process. Perform any other duties as assigned by the Council & Administrative Officer. Key performance indicators Timely and high-quality delivery of operational, financial, administrative, and HR support to the Office of the Rector. Well-organized and efficient coordination and execution of administrative, financial, procurement, and HR support functions. 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 A bachelor's degree A minimum of one (1) year of relevant work experience 2) Required skills and experience Good knowledge of Microsoft Word and Excel, and a willingness to further develop relevant skills and knowledge; Demonstrated ability to exercise discretion and professionalism when handling confidential information; Good written and verbal communication skills in English; Strong customer service orientation and a professional demeanor; Ability to work remotely on a full-time basis from the successful applicant's location; and Availability to work during the core working hours of 11:00–17:00 Japan Standard Time (JST). 3) Language Requirements Good written and verbal communication skills in English; Knowledge of another UN official working language is an asset. Duration The successful candidate will be retained under a Consultant Contract (CTC). Consultants engaged by UNU may not provide services for more than twenty-four (24) months in a thirty-six (36) month period. UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of CTC holders. Remuneration Remuneration will be commensurate with experience and based on a monthly rate to be submitted as part of the application procedure.  This contract carries no entitlement to paid annual leave nor sick leave. Expected start date 17 August 2026, or another mutually agreed date. How to Apply Interested applicants should submit their applications online and upload the following: A cover letter outlining how their qualifications and experience meet the requirements of the position; A current curriculum vitae (CV) including the references Two references other than supervisors who can attest to your work experience and performance, education, ability and fitness. You may include professors, thesis advisors, mentors, colleagues, clients or other persons with whom you have had a professional relationship. Please do not list personal references such as family and friends. You may wish to refer to the UN Values and Behaviours Framework for more information. Application Deadline 15 July 2026 Submissions must be received by [24:00, Japan Standard Time] on the deadline; late entries will not be accepted. Assessment Evaluation of qualified candidates may include a desk review and/or a competency-based interview with online test of Microsoft Word and Excel, background checks and reference checks. Special notice UNU does not sponsor a working visa for this position. Consultants do not hold international civil servant status, nor are they considered a “staff member” as defined in the United Nations Staff Rules and Regulations. 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. Applications from developing countries, and from women are strongly encouraged. 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.