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
UNU- Maastricht Economic and Social Research Institute on Innovation and Technology (MERIT) is one of 14 research and training Institutes that comprise the think tanks in the UNU system.
The institute, which collaborates closely with Maastricht University, carries out research and training on a range of social, political and economic factors that drive sustainable socio-economic development in a global perspective. Overall, the institute functions as a unique research centre and graduate school for over 100 PhD fellows and 140 Master’s students. It is also a UN think tank addressing a broad range of policy questions on science, innovation and democratic governance.
For more information, in particular on the details of the research themes, please visit https://www.merit.unu.edu.
Under the overall supervision of the Chief, Administrative and Programme Services, the Operations & Finance Assistant will perform the following duties:
Operations & Administrative support
Provide comprehensive office support to ensure the smooth functioning of UNU-MERIT’s daily operations.
Draft, review, and maintain internal documentation, including memos, policies, handbooks, and checklists.
Assist in the coordination of setting up vendor accounts, project, budgets and awards in the ERP system (Quantum).
Verify the accuracy and completeness of supporting documents and maintain organized electronic records for finance, travel management, personnel, and procurement processes.
Assist in administering the Institute’s Internship, PhD Fellowship, and AAA programmes, including issuing contracts/agreements, processing stipend payments, and responding to related inquiries.
Draft and manage routine correspondence.
2. Finance and Travel Management
Perform daily financial operations in accordance with UN/UNU rules, regulations, policies, and effective administrative instructions.
Maintain accurate accounting records and an organized naming, filing, and archiving system for supporting documents.
Process financial transactions in the ERP system (Quantum), including requisitions, purchase orders, contracts, receipts, travel requests/claims, and expense reports.
Act as the travel focal point, managing travel-related documents, coordinating with the travel agency, and assisting staff with ticket purchases, in line with UNU travel policy.
Assist in the development and maintaining internal travel procedures, providing staff training, and addressing travel-related inquiries.
Prepare quarterly VAT recovery claims and monthly Out-of-Pocket expenditure claims.
Assist in project finance management by reviewing programme/project budget proposals, monitoring expenditures, and managing allotments.
Support asset management activities.
3. Procurement and Facilities Management support
Act as the liaison for procurement requests and ensure proper initiation of procurement procedures for office and project needs.
Assist in developing terms of reference for administrative contracts and participate in bid evaluations.
Monitor, evaluate, and maintain administrative contracts for utilities, postal services, supplies, etc.
Maintain balanced records of commitments and receipts.
4. Human Recourses and Protocol support
Ensure HR activities comply with UNU Personnel Policy, UN Staff Regulations, and UNU HR policies and procedures.
Support recruitment processes, including drafting vacancy announcements, issuing contracts, and managing onboarding/offboarding activities.
Assist in the role of Leave Monitor, assisting personnel with the ERP system absence management module and addressing leave-related inquiries while monitoring attendance records.
Provide guidance on general procedures, including visa and protocol ID applications, for contract holders and PhD Fellows.
Assist with protocol and host state related matters.
5. Other Duties
Perform other tasks as assigned by the supervisor or the Director.
Timely and quality delivery of operations and administrative services
Timely, complete and accurate financial transactions/activities/documentation
Timely and accurate advice on UN financial rules and regulations
Timely and high quality of reports and document archives
Timely and quality transaction and relationship with stakeholders such as government and donors
Prompt and effective resolution to institutes’ queries related to routine finance, procurement, mission travel and asset management
Timely and accurate execution of UNU system entries related to finance, travel, procurement and asset management
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
Be the first to apply. Receive an email whenever similar jobs are posted.
Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
Finance/Accounting Q&A's