About UN University (UNU)
The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.
For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit http://unu.edu.
United Nations University Vice-Rectorate in Europe (UNU-ViE)
UNU-ViE concentrates on relationships between advancing science and technology for human security. In addition to its scientific core mandate, it administers the central units providing service to five UNU entities in Bonn (http://www.bonn.unu.edu/). The central administration units include Finance, Human Resources, Information Communication Technology, Communication Services, Procurement and General Administration. These units also assist with the administration of new UNU initiatives in Europe and Africa. For more information on the organization, please visit the following websites: www.vie.unu.edu
United Nations University Institute for Environment and Human Security (UNU-EHS):
UNU-EHS, established in December 2003, is part of the UNU system, a worldwide network of Research and Training Institutes. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information, please visit www.ehs.unu.edu.
Responsibilities
Under the authority of the Vice-Rector in Europe, guidance of the Finance and Administrative Officer and the direct supervision of the Finance Associate, the successful candidate will be entrusted with the following tasks:
1. Ensure proper administration of travel management for UNU ViE/EHS
- Support travel management processes and ensure that all travel is expeditiously processed and fully compliant with corporate travel guidelines and requirements;
- Work closely with the contracted travel agent to ensure provision of high-quality professional service and compliance with UNU travel policy in terms of air ticket procurement, hotel reservation, logistical, visa, insurance, and other arrangements, if any;
- Correspond with UNU travelers (UNU Personnel and meeting participants) on travel routes, entitlements. costs and requirements;
- Process travel authorizations in line with travel entitlement for UNU personnel travelling on official travel;
- Process Travel Requests, Travel Claims and Expense Report of Travel and Expense module (T&E) in ERP financial management system;
- Submit request to create or update travel profile;
- Process Requisitions and Purchase Orders for travel in ERP financial management system, and payments for travel-related invoices;
- Assist UNU travelers in Visa (monitor “Note Verbale” log, review and file the documents);
- When required, collect and analyze the market situation on the travel service area;
- Contribute to initiatives to improve workflow and streamline financial processes to enhance efficiency and productivity (Travel and Expense Module)
2. Operations & Administrative support
- Provide general office support services (incl. office supply, mails and logistics) to help ensure the smooth functioning of UNU-ViE/EHS;
- Act as supplier maintenance focal point in the ERP system
- Provide support in the process of acquiring goods and services for UNU-ViE/EHS by liaising with requesters and vendors;
- Assist in the preparation of procurement plans;
- Assist in the Asset management for UNU-ViE/EHS
- Assist in the reconciliation of the year-end physical verification results to the AM asset register and resolve discrepancy items;
3. Assist the program support function
- Support the administration and financial operations of PACET projects
- Prepare financial reporting to donors and follow-up on financial reporting in observance to donor’s conditions and deadlines;
- Provide administrative support for the planning, budgeting, organization and preparation of events such as meetings, workshops, etc.;
- Assist in processing project related expenditures in ERP system;
- Liaise between academic sections and finance and administration unit on project and operational areas requiring additional support;
4. Perform other duties as assigned by supervisor
Key performance indicators
- Timely and quality travel management (Process Travel Request (TR), Travel Claim (TC) and Expense Report (ER))
- Timely approval of NV number issuance
- Prompt and effective resolution to UNU personnel’s queries
- Timely and quality submission of financial reports and payment requests
- Timely and quality reporting on budget status including forecasts
- Quality and level of engagement with team to advise on administrative processes
- 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
Education and certification
- Completed secondary education. A first (or higher) level university degree in business administration, or a related field will be considered an asset.
Experience
- Minimum four (4) years of working experience for completed secondary education or Bachelor’s degree with three (3) years of working experience, ideally touching the functions of Travel and or programme support
- Familiarity with UN rules and regulation concerning administration, Travel, finance, procurement, would be a distinct advantage;
- Experience in administrative roles related to travel and events at the national or international level;
- Proficient in the use of MS Office applications;
- Experience in using Oracle PeopleSoft (ATLAS) or any other ERP system is highly desirable;
- Good communication and interpersonal skills, Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
- Conscientious and efficient in establishing work priorities and able to complete tasks within the timelines
- Reflected team player with strong interpersonal skills demonstrated by the ability to work in a multicultural environment with sensitivity and respect for diversity
Language Requirements
- Fluency in English is required;
- Fluency in German 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.
Duration of contract
This is a full-time employment on a twelve (12) months Personnel Service Agreement (PSA) contract with possibility for renewal subject to requirements and satisfactory work performance, with the combined duration of appointments not exceeding six (6) years. The mandatory age of retirement for PSA holders is 65 years.
This post is open to applicants from all countries and UNU will aid the successful applicant in securing a work visa for Germany, as necessary. It is, however, a locally recruited post and no relocation allowances apply. The duty station will be Bonn, Germany.
Expected startdate: As soon as possible
How to apply
How to Apply:
To apply to UNU, you will not need an account. Instead, we ask that you:
- 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);
- provide a cover letter setting out how the qualifications and experience match the requirements of the position;
- answer a few questions that are tailored to the position; and
- apply via the apply link.
You may wish to refer to the UN Values and Behaviours Framework for more information.
Application Deadline: 25 April 2023
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
PSA holders do not hold international civil servant status nor are they considered a “staff member” as defined in the UN 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 and become part of the organization. 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.
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.
Scam warning
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