United Nations University Institute for the Advanced Study of Sustainability (UNU-IAS) is one of 14 research and training Institutes that comprise that think tanks in the UNU system and is 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 four thematic areas: i) governance for sustainable development, ii) biodiversity & society, iii) water & resource management, and iv) innovation & education. 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.
Responsibilities:
The Programme Assistant provides administrative support for the implementation of the Postgraduate Degree and Training Programme (PDT) in close communication with the team and other UNU-IAS personnel. Under the overall supervision of UNU-IAS Director and Academic Director, and direct supervision of Programme and Administrative Head of PDT, the Programme Assistant will undertake the following tasks in consultation with the Programme Coordinator of PDT:
Ensure arranging overall academic affairs, student services, and research administration under the UNU-IAS Postgraduate Degree and Training Programme, focusing on achievement of the following results:
Assist in planning and implementing tasks related to academic affairs including administrative tasks related to applications, admission, enrolment, scholarship arrangement, development of an academic calendar and a course schedule, student support, research grant and other relevant matters in coordination with faculty members;
Prepare documents and reports, including transcripts and academic certificates;
Assist in providing student services including registration, students housing, insurance and other day-to-day operations;
Prepare and report to faculty meetings and other academic-related meetings on academic affairs;
Provide guidance to students and faculty members for the administrative process for academic affairs and student services in timely manner as required;
Manage an academic learning management system for the courses; and
Coordinate the preparation and operation of projects and events including research projects, annual ceremonies, academic workshops, meetings and other relevant conferences.
Ensure coordinating tasks related to collaboration in education provision with partner institutions and funding organizations focusing on achievement of the following results:
Maintain contacts with partner universities and potential institutions for academic and student exchange arrangements including credit recognition between the respective academic courses;
Liaise with partner universities to organize collaborative activities including SDGs and University Platform;
Assist in maintaining a good communication with donor organizations for funding arrangement supporting the PDT programmes; and
Support to outreach efforts for planning and implementation of the promotion activities of the PDT programmes.
Ensure administration tasks related to implementations of the training and capacity building programmes of UNU-IAS, focusing on achievement of the following results:
Assist in coordinating and implementing the various training programmes, including UNU Global Seminar, Global Leadership Programme in Africa (GLTP) and Intensive Core Courses, in close cooperation with relevant coordinators under the timely management;
Assist in planning and implementing capacity development sessions for faculties and students, in close cooperation with relevant coordinators under the timely management;
Plan and implement administrative tasks related to recruitment and selection process of the training programmes; and
Process various administrative matters including preparation and documentation of reports, meetings, travel, contracts, procurement, and related payments as required.
Ensure implementation of student and alumni career development activities, and outreach activities, focusing on achievement of the following results:
Prepare and development of career development for students and alumni including career events, publications, and consultations;
Provide guidance to students in career development; and
Support to outreach efforts for planning of the career development as well as promoting educational activities of UNU-IAS.
Ensure managing various administrative matters including payment process for PDT programmes, focusing on achievement of the following results:
Process various administrative matters including preparation and documentation of reports, meetings, travel, contracts, procurement, and related payments as required.
Perform other duties as requested by Academic Director and Programme and Administrative Head.
Key Performance Indicators:
Timely and quality implementation of administrative process for admission, academic affairs and student services
Timely and quality coordination among faculty members and students on the programmes and projects implemented by the PDT
Quality communication with other operation units, the donor, partner universities and experts involved
Timely, complete and accurate documentation
Information is easily available, and databases are up to date
Qualifications:
Secondary Education or Bachelor’s degree in higher education management, public administration, sustainable development, business administration or a related field to the sustainability science
Secondary Education with 3 years OR Bachelor’s degree with 1 years of relevant administrative work experiences in higher education institutions is required.
Knowledge and experience related to administration of academic affairs, student affairs, and research support, preferably in an international setting;
Experience in drafting complex reports, communications, and presentations both in English and Japanese is required;
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;
Proficiency in IT skills and data management including knowledge of spreadsheet and database packages, experience in handling of web-based management systems;
Working knowledge and experience in the use of learning management system such as Moodle;
Good analytical skills as well as knowledge and experience of project planning, and ideally sustainable development related issues;
Good team player with strong interpersonal skills, demonstrated by the ability to work in a multicultural environment with sensitivity and respect for diversity; and
Ability to work under minimal supervision and establish priorities, multitasks, and work within tight timelines;
Language Requirements:
Knowledge of another UN official working language is an asset.
Excellent writing and communications skills in both Japanese and English.
