Consultant (Local CTC-3)

Job DescriptionAbout 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.eduAbout Office/InstituteUNU-IAS is one of 13 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.ResponsibilitiesUnder the overall guidance and supervision of the UNU-IAS Director, and under the direct guidance and supervision of Finance and Administrative Analyst, the Consultant shall perform the following tasks: Provides HR administrative services in the field of recruitment, onboarding, benefits, and entitlements focusing on achievement of the following results:Assists in providing guidance on the interpretation and application of human resources policies, rules, and regulations related to recruitment and staffing.Supports the organization of recruitment activities by processing the vacancy announcements and applications, facilitating communication with the hiring managers and applicants, and candidate background checks.Conducts onboarding briefings and separation processes.Supports the monitoring and use of the absence management module and leave-related queries. Supports contract management, focusing on the following results:Prepares contract offers, determines step levels, and processes extension requests in consultation with hiring managers for Personnel Service Agreements (PSA) and as required for fixed-term appointments (FTA).Assists in compiling necessary documentation for PSA promotion requests and coordinating with division heads to ensure timely submission.Responds to basic personnel contract queries.Supports with receipt creation, requisitions, purchase order (PO) modifications and consultant contract (CTC) invoices. Provide day-to-day administrative assistance and handle operational procedures such as staff travel, procurement, payment, receipting, and event organization for the institute and the project teamsAssist in day-to-day operations and administrative transactions closely liaising with UNU Administration (UNU Centre in Tokyo and Kuala Lumpur) 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.Execute the role of travel arranger in the ERP system, including TR/TE/TC entry.Support Asset Manager in all transactions related to the subject, such as but not limited to receipting, physical checks, asset registration and reconciliation.Produce official documents, including letters and financial reports, in Japanese upon request. Perform any other duties as may be assignedKey performance indicatorsTimely, pro-active, and smooth operation of the IAS Admin Team.Documents, letters, and forms are correctly prepared, and follow-up is done as needed.Information is correctly disseminated as needed.Timely and quality responses to queries.Quality engagement with internal and external partners.CompetenciesValuesInclusion — 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 identityIntegrity — 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 standardsHumility — demonstrate self-awareness and willingness to learn from othersHumanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planetBehavioursConnect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UNAnalyse 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 actionDeliver 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 servesLearn and develop — pursue own learning and development and contribute to the learning and development of othersAdapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel waysQualifications Education and certificationBachelor’s degree in business, public administration, sustainable development, or a related field. A high school diploma with additional years of relevant work experience may be considered. Required skills and experienceMinimum 5 years of work experience. Minimum 2 years of work experience in an international setting, preferably in the area of HR support.Familiarity with the UN system and current issues related to sustainability is an advantage.Proven ability to efficiently manage a variable workload.Good team player with strong interpersonal skills, demonstrated by the ability to work in a multicultural environment with sensitivity and respect for diversity.Good IT skills (MS Office) Language RequirementsStrong writing and communication skills in both Japanese and English.RemunerationDaily fee: JPY 20,700 per day.Total amount: JPY 4,843,800 (maximum)Payment schedule and conditionsDaily fee of JPY 20,700 will be paid for the number of actual worked days. The consultant is expected to work 19.5 days per month.The successful candidate shall work under the Consultant Contract (CTC) (maximum 234 days during the contract period), as required by the assigned tasks for the aforementioned project.Payment, inclusive of all fees, will be made based on the daily rate and the number of actual worked days in the beginning of the following month after submission of the attendance sheet and the monthly activity report.Duration of contract1 January 2026 - 31 December 2026 (tentative)No consultant will be permitted to provide services for more than twenty-four (24) months within a thirty-six (36) month period. UNU-IAS shall reserve the right to withhold, in full or in part, the final payment if in its opinion the deliverables are not satisfactory.You are reminded that 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 your sole responsibility.The consultant must have the necessary work permits.Travel considerationsShould “mission travel” be required, UNU will pay for travel. However, this will be subject to the following prerequisites: Medical Clearance, Security Clearance through the Travel Request Information Process (TRIP) system, completion of the BSAFE online course, travel Visa, and liability waiver. Trip prerequisites will be met at the expense of the consultant.Travel cost will be calculated based on economy class travel, regardless of the length of travel. Costs for accommodation, meals and incidentals must not exceed applicable daily subsistence allowance (DSA) rates, as promulgated by the International Civil Service Commission (ICSC at http://icsc.un.org).Expected start dateJanuary 2026 (tentative)How to ApplyTo 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); andanswer 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 Deadline1 December 2025Submissions must be received by 11.59 p.m. (Japan Standard Time) on the deadline; late entries will not be accepted.AssessmentEvaluation of qualified candidates may include a desk review and/or a competency-based interview, background checks and references.Special noticeUNU 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 rostersUNU 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 warningUNU 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.