UNU-CPR Office Manager

Organisational Unit: United Nations University Centre for Policy Research (UNU-CPR)

United Nations University Objectives:

The UNU is an international community of scholars engaged in research, postgraduate training and the dissemination of knowledge in furtherance of the purposes and principles of the United Nations, its Peoples and Member States. The University functions as a think tank for the United Nations system, contributes to capacity building, particularly in developing countries, and serves as a platform for new and innovative ideas and dialogue. For more information please visit http://unu.edu.

The Center for Policy Research:

The newly established UNU-Center for Policy Research (CPR), based at UNU Headquarters in Tokyo, will undertake policy research related to issues of peace, international security and global development, drawing on work throughout the UNU system and more widely. UNU-CPR, which will consist of five professional staff in addition to two post-doctoral fellow, will focus, in particular, on strengthening public policy research relevant to the most pressing and urgent debates of the United Nations; identifying strategies for creating value in the dissemination of research; and advocating change in policy frameworks to enhance UN decision-making.

Responsibilities:

The Office Manager will be located in the United Nations University – Center for Policy Research in Tokyo. Reporting to the Director of UNU-CPR, the incumbent will be responsible for the following duties: 1. External Stakeholder Management

• Handles official correspondence for this Center of a global research and policy organization;
• Liaises with senior diplomatic, research, media and fundraising personnel;
• Organizes a variety of research and policy meetings to further the mission of the University;
• Maintains up to date contact records for all of the office’s external stakeholder groups. 2. General Administration
• Administers CPR’s filing system, physical space planning (including annual inventory), and authorizations (UN grounds passes, property allocations);
• Identifies and supervises IT management needs;
• Supports travel arrangements of CPR staff and reimbursements. 3. Financial Administration
• Assists with day-to-day financial administration of the office, notably through monitoring and assurance of timely payment to vendors;
• Administer and audit contracts with external vendors;
• Monitors status of budget expenditures and allotments;
• Assists in the preparation of budget performance submissions. 4. Human Resources Management
• Administers the office’s human resource processes under the direction of the Head of Office, including vacancy announcements, recruitment processes, attendance records, performance appraisal, training, and separation;
• Reviews entitlements-related claims and reports;
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

Required Qualifications and Experience:

• A Bachelor’s degree (or equivalent);
• Two (2) to three (3) years of progressively relevant professional work experience in administrative services, office management or a related area, preferably at an international level;
• Demonstrated experience in event management or public relations is a plus;
• Ability to communicate clearly and efficiently with high level stakeholders;
• Prior experience managing and coordinating multi stakeholder projects is desirable;
• Proficiency in Microsoft Office applications;
• Strong planning and organization skills, ability to work independently, take initiatives and prioritize work tasks;
• Ex cellent communication skills with fluency in both oral and written English are required. Knowledge of another UN official language would be an advantage;
• Strong interpersonal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Remuneration:

Remuneration will be commensurate with qualifications, experience and level of responsibilities within the Administration.

Duration of Contract:

This is a full time position on a one (1) year Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance.

The successful candidate will be employed under a local contract and will not hold international civil servant status nor be a “staff member” as defined in the United Nations Staff Rules and Regulations.

Applications from suitably qualified female candidates are particularly encouraged.

Starting Date:15 June 2014

How to apply:

Interested applicants should submit their applications by email (to officemgrCPR@unu.edu) and must include the following:

• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a completed and signed UNU Personal History (P.11) form downloadable from United Nations University website at http://unu.edu/about/hr. Please avoid using similar forms provided by other United Nations organizations;
• full contact information of three (3) referees; and
• an indication of the reference number of the vacancy announcement (2014/UNU/CPR/PSA/OM/25)