Office and Administrative Manager

UNU; New York (NY); On-site; USD 72,000 - 82,000; Full time

Job summary

A leading global think tank is seeking an Office and Administrative Manager in New York. This role involves managing office operations, supporting travel and finance, and organizing events for a vital UN initiative. Candidates should possess strong organizational skills, relevant experience, and a commitment to UN values.

Benefits

Attractive compensation package

30 days annual leave

Health insurance scheme

Qualifications

• At least 7 years of progressively responsible administrative experience required, especially in international organizations.
• Experience in travel management and event planning necessary.
• Knowledge of UN administrative processes preferred.

Responsibilities

• Manage daily office functions, including documentation, reception duties, and supplies.
• Ensure compliance with travel policies and assist with travel management.
• Support financial operations, including accounts payable and receivable.
• Organize events and manage logistical arrangements.

Skills

Organizational skills

Interpersonal skills

Initiative

Flexibility

Fluency in English

Education

Bachelor’s degree or equivalent in Business, Administration, Finance or related field

Master's degree or equivalent in Business, Administration, Finance or related field

Tools

Microsoft Office applications

QUANTUM (UNU's ERP system)

Job description

United Nations 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

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

United Nations University Centre for Policy Research (UNU-CPR) is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-CPR headquarters are in New York and operates a satellite office in Geneva, Switzerland.

UNU-CPR’s core mission is to produce policy-focused research and thought leadership on issues of strategic importance to the United Nations and its Member States. The Centre prioritizes urgent policy needs requiring innovative, practical solutions for immediate implementation. The Centre’s work also contributes to the long-term resilience of the multilateral system through dialogue, research, strategic convenings, and policy coordination.

Responsibilities

Under the overall guidance and supervision of the Chief Operations Officer, the Office and Administrative Manager will perform the following duties:

1. Office Management

• Provide comprehensive office support to ensure the smooth functioning of UNU-CPR’s daily office operations

• Draft, review, and maintain internal documentation, including policies, handbooks, on-boarding and checklists

• Undertake daily office reception duties; answer incoming calls and provide support to staff and visitors

• Maintain office supplies and manage mail, shipment arrangements and courier services

• Engage with building management and support adherence to the terms of the office lease

2.Travel Management

• Act as the travel focal point and ensure travel is conducted in line with the UNU travel policy

• Review and submit all travel requests and related travel claims on relevant UNU systems

• Assist personnel with ticket routing and purchases as well as with visa matters

• Coordinate with the travel agency and ensure timely reconciliation of all travel invoices

• Assist in the development and maintenance of internal travel procedures, provide personnel training, and address travel-related inquiries.

3.Finance and Procurement

• Manage the Supplier Management process, including supplier registration and ongoing maintenance

• Assist with accounting activities in QUANTUM (UNU's ERP system), including accounts payable, accounts receivable, invoice processing, and year-end closures

• Assist with requisition creation, purchase orders, processing receipts, and payments as needed

• Support procurement activities for goods and services, from request to delivery and payment

• Assist with asset management

4. Events management and organisation

• Ensure that logistical arrangements and support services, including travel arrangements and event budgeting, are put in place according to event requirements and that any problems arising on-site are resolved.

• Assist with event invitations and registration and maintain a centralised contacts database which is regularly updated following events

• Develop and maintain relations with outside events spaces and maintain a venue database

• Provide guidance/training to new/junior personnel, especially interns, in preparing for events

• Utilize insights for value-added services, lead and support initiatives to improve work efficiency and streamline operations processes to enhance productivity and reduce costs.

5. Provide administrative support to UNU-CPR Geneva

• Provide timely administrative support to UNU-CPR Geneva

• Support activities of the Scientific Advisory Board (SAB), including by arranging travel of its members, and other projects as relevant

6. Perform other duties as assigned by supervisor

Key Performance Indicators

• Timely, complete, and professional office management and building management services.

• Timely and compliant provision of travel services

• Timely, accurate and complete delivery of financial transactions

• Efficient and effective delivery of quality events

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

Bachelor’s degree or equivalent in Business, Administration, Finance or other related field OR

Master's degree or equivalent in Business, Administration, Finance or other related field

2) Required skills and experience

• At least seven (7) years (with Bachelor’s degree) of progressively responsible administrative experience, some of which is preferably in an international organization, five (5) years with a Masters

• Knowledge of and experience in implementing United Nations administrative processes and procedures is required

• Experience in travel management is required

• Experience in event planning and execution, including budgeting, logistics, and guest support, is required

• Knowledge of an Enterprise Resource Planning (ERP) system is required, experience with QUANTUM (UNU's ERP system),would be an asset

• Proficiency in Microsoft Office applications (Excel and Word) is required, along with familiarity with online tools such as EventBrite and Google Forms

• Proven organizational skills and ability to take initiative, prioritise and deliver results in a fast-paced work environment

• Good team player with strong inter-personal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

3) Language Requirements:

• Fluency in English is required.

• Knowledge of another UN official working language is an asset.

4) Location Requirement:

This is a full-time position based in New York requiring a minimum number of days in office. Work from a remote location is not possible, nor is telecommuting for this role. Any candidate not able to commit to a full-time role in New York City will be disqualified.

Candidates must have a legal right to live and work in the USA and be a US citizen, a Legal Permanent Resident (Green Card), or have a G-4 visa.

Remuneration

The successful candidate will be employed under PSA contract. UNU offers an attractive compensation package including an annual salary in the range of USD 72,000 to USD82,000, 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 Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

Starting date

1 September 2025

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

17 July 2025, 12pm NY time. Applications received after the deadline cannot be considered.

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 organisation. 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.

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