Program and Admin Support Assistant

Position description

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 Vice-Rectorate in Europe (UNU-ViE)

The United Nations University Vice-Rectorate in Europe (UNU-VIE), established in 2007 in Bonn, Germany, is one of two UNU Vice-Rectorates and the only one located in Europe. It supports the institutional development of UNU, facilitates collaboration across UNU and the UN, as well as fosters strategic partnerships – particularly with the Global South – and shares knowledge and expertise through the development of joint activities and projects. In addition, UNU-VIE conducts frontier research reinforcing existing UNU programming and supporting the implementation of key UN priorities. More information about UNU-VIE can be found here: https://unu.edu/vie.

The Pan African Cooperation and Educational Technologies (PACET) Program at UNU-ViE aims to strengthen research, educational, and institutional capacities of UNU-ViE in global South with a focus on Africa. PACET fosters cooperation between UNU and African institutions in higher education, research, policy, and practice to develop innovative methods and appropriated solutions to address challenges particularly within the framework of the Sustainable Development Goals (SDGs), the Pairs Agreement, the Sendai Framework for Disaster Risk Reduction and the Agenda 2063 of the African Union. 

Responsibilities

Under the overall authority of the Vice-Rector in Europe and Director of UNU-EHS and the direct supervision of the Head of the PACET section the appointee will principally be responsible for the following:

1. Financial program and projects support at PACET

• Assist team in the monitoring of financial resources for personal planning and financial reporting at PACET;
• Assist team in the monitoring of finance and budgetary status of projects and provide officers responsible with information as required;
• Support the preparation of activities and reports in accordance with the terms and conditions of donor contracts (including translation of reports) and UNU policies.

2. Administrative and projects support at PACET

• Assist projects manager with planning, budgeting, organization and preparation of events such as meetings, workshops, field research, and other support as required;
• Assist team in preparation of annual reporting (council, advisory committee, etc.) and preparation of advisory committee meetings and strategic meeting/retreats at PACET;
• Support the head of program and project managers in the establishment of personnel and institutional contracts.

3. Liaise with finance and administration unit

• Prepare workflow and processes for the collection of financial data and preparation of these information for monitoring and planning of resources of the program;  
• Support the input and processing of travel requests of team members at PACET;
• Support procurement requests and reimbursement processes;
• Assist financial operations in accordance with UNU’s policies, United Nations Financial Rules and Regulation (UNFRR) and ensure that proper and accurate accounting records are well-maintained.

4. Academic and events supports 

• Administrative support in the supervision of master and PhD students;
• Support in the organization of educational activities and events: semester and block courses, seminars, workshops, summer schools in Germany and abroad.

5. Perform other duties as assigned by supervisor.

Key Performance Indicators

• Timely and quality financial monitoring, administration and reporting at PACET 
• Timely and quality project and administration support at PACET
• High quality engagement with project team and implementation partners
• Contribution to project, program, institute and ViE mission
• UNU is seen as a reliable and trustworthy partner by 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 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
 

Qualifications

1) Education and certification

High school diploma is required. Bachelor’s (or higher) degree in business administration, human resource management, finance, or a related field will be considered an asset.

2) Required skills and experience

At least three (3) years of working experience, ideally touching the functions of finance or program support related functions.

Other Desirable Skills:

• Familiarity with UN rules and regulation concerning administration, finance, procurement and/or human resources, would be a distinct advantage;
• Proficient in the use of MS Office applications;
• Experience in using ERP system is highly desirable;
• Strong team player with strong interpersonal skills committed to working in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Good communication and interpersonal skills, Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision.

3) Language Requirements:

• Fluency in spoken and written English and German is required;
• Knowledge in any additional language, especially French, Spanish, or Portuguese, is an asset.

Remuneration

The successful candidate will be employed under a national PSA contract. UNU offers an attractive compensation package including an annual net salary, 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.

Application instructions

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