Human Resources Assistant (PSA2)

United Nations University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge, furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU’s work spans the 17 Sustainable Development Goals’ full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit http://unu.edu

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 and is a UNU institute based at the university’s headquarters in Tokyo, dedicated to advancing global efforts towards a more sustainable future. UNU-IAS serves the international community through policy relevant research and capacity development focused on sustainability, integrating its social, economic, and environmental dimensions. The activities of the institute are in three thematic areas: sustainable societies, natural capital and biodiversity, and global change and resilience. The work of UNU-IAS is directed towards priority issues for the UN system and Member States, contributing to high-level policymaking and debates to address problems of global concern. For more information, please visit http://ias.unu.edu.

Responsibilities

Under the overall supervision of the UNU-IAS Director, and under the direct guidance and supervision of the Head of Programme and Administration of UNU-IAS, and in close coordination of the Human Resources Associate, the incumbent shall perform the following tasks:

1. Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results

• Full compliance of records and reports with UN rules, regulations, UNU policies, procedures and strategies;
• Ensures electronic filing practices for PSA, Consultants, Interns, and postdoctoral fellows are carried out in line with established standard operating procedure on information management; and
• Assists in HR communication to ensure the adherence to the HR policies.

2. Assist in preparing contractual agreements with individual consultants, institutional organizations and interns, maintaining and monitoring contract implementation

• Assist administration of contractual agreements with individual consultants, institutional organizations, and interns including payment, recruitment, contract renewals and non-renewals, contract management, evaluation, and training and development ensuring quality and compliance with rules;
• Implements Buyer profile functions in the ERP system, including preparation of purchase orders and contracts, and timely corrective actions on POs with budget check errors and other issues;
• Ensures received deliverables and payment authorizations to comply with the contract terms for payment processing;
• Review open Purchase Orders periodically and during the annual financial closure; and
• Maintain supporting documents and an online filing system.

3. Provide support to UNU-IAS personnel during onboarding, transition, and separation, focusing on the following areas

• Assist in onboarding and offboarding procedures for employees, including Personnel Service Agreement (PSA) holders, consultants, interns, and postdoctoral fellows;
• Update welcome packages reflecting local specifics;
• Assist in planning and implementing human resources-related strategies identified in the UNU-IAS Strategic Plan, including ensuring a safe and supportive working environment and supporting the professional career development of personnel; and

4. Maintain and manage human resources information and documents focusing on the following areas

• Serve as Leave Monitoring Focal Point, performing the functions of Admin, HR, and Absence Processor in Atlas as well as provide helpdesk support to UNU IAS personnel;
• Update and maintain the personnel data in the system and shared documents upon personnel change (ERP system, Global Directory, organisational chart, floor map, etc.);
• Participate in briefings and meetings as a member of the UNU-IAS Human Resources team and prepare reports, minutes, communications, and other documents;
• Support the internal HR liaison function to act as an HR help desk to support managers and personnel as first-level HR services providers and coordinate with the HR KL team for 2nd level assistance; and
• Support the process for official e-signature and seal requests from UNU-IAS personnel.

5. Perform any other duties related to the UNU-IAS Administration as may be assigned, including but not limited to temporary support for recruitment of PSA positions.

Key Performance Indicators

• Timely, complete, and accurate human resources transactions/activities/documentation
• Timely and quality delivery of recruitment strategies
• Quality and timely, and accurate advice on UNU HR policies and processes
• Contribution to the positive reputation of UNU-IAS as a reliable and trustworthy partner among research partners, governments, donors, and civil society

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 behavior, 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.

Behaviors:

• Connect and Collaborate – Build positive relationships with others to advance the work of the United Nations and work coherently as One UN
• Analyze 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

Bachelor’s degree in human resources management, law, business or public administration, social sciences, education, or a related field.

2) Experience

• At least 3 years of working experience in human resources or administration, preferably in an international organization.
• At least 1 year of working experience in human resources assisting recruitment and onboarding, performance management, training, career development, leave monitoring, and separation is desirable.
• Knowledge of HR policies and their application in the employment life cycle is desirable.
• Demonstrated performance in delivering solutions-oriented client service that meets the needs of the clients.
• Strong analytical skills, meticulous attention to detail, process oriented and mastery of office software.
• Proven organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced environment.
• Proven ability to handle sensitive and confidential information.
• Knowledge of an Enterprise Resource Planning (ERP) system would be an asset.
• Excellent team player with strong communication and interpersonal skills, and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
  

3) Language Requirements:

• Fluency in English is required
• Fluency in Japanese is desirable
• Knowledge of another UN official working language is an asset

Remuneration

The successful candidate will be employed under PSA contract. UNU offers an attractive compensation package including an annual net salary (of/in the range of) JPY 360,000-398,333, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

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 PSA holders.

Duration of contract

The duration of the initial contract is 1 year. This is a Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration of a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

Starting date

October 2024

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

5 August 2024

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 organization. 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 at the same grade level and with similar job description, experience and educational requirements.

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.