Programme Assistant (administrative) (GS-5)

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, furthering the purposes and principles of the Charter of the United Nations. UNU’s mission 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, United Nations University (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, 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.

About Institute (UNU-EHS)

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.

Munich Climate Insurance Initiative (MCII):

MCII was initiated as a charitable organisation by representatives of insurers, research institutes and NGOs in April 2005 in response to the growing realization that insurance solutions can play a role in adaptation to climate change, as suggested in the UN Framework Convention on Climate Change and the Kyoto Protocol. This initiative is hosted at UNU-EHS. As a leading think tank on climate change and insurance, MCII is focused on developing solutions for the risks posed by climate change for the poorest and most vulnerable people in developing countries. For more information, please visit www.climate-insurance.org

Responsibilities

Under the authority of the Vice-Rector in Europe and Director of UNU-EHS, guidance of the Finance and Administrative Officer and the direct supervision of the Associate Programme Support Officer, the successful candidate will be entrusted with the following tasks:

1) Provide assistance in project administration:

• Act as a liaison between donors and implementing partners to ensure seamless administrative execution of projects
• Collaborate with division personnel and support in liaising with UNU Legal Office on the appropriate use of various contractual terms and modalities for cooperation with third parties
• Draft/process project related contracts and Institutional Contractual Agreements (ICAs), including monitoring of payment deadlines and review of financial reports
• Prepare financial reports for donors, ensuring compliance with donors’ conditions and deadlines, and initiate timely actions for cost recovery with project donors
• Monitor financial and budgetary status of projects, and maintain an overview of the availability of project funds
• Liaise with respective budget owners and donors to address budgetary issues and reclassification of expenses as required
• Monitor projects in Quantum including setup and closure as necessary
• Process requisitions, payment vouchers and GL journal entries for project expenses

2) Assist with programme support function:

• Provide guidance to division personnel on administrative processes, including procurement, human resources and travel in liaison with Focal points of the respective areas
• Provide administrative and financial support for the planning, budgeting, organization and preparation of events such as meetings, workshops, conferences
• Support the responsible Head/s of Division/s on administrative processes
• Review project proposals, collaborate with project managers in drafting project budgets and provide administrative support in the fundraising process
• Support day-to-day operations including arranging meetings, appointments, taking meeting minutes, and drafting letters/memos, etc

3) Provide support with effective financial and administrative control of assigned projects

• Provide a wide spectrum of project financial services which includes accurate and timely processing, including contribution, expenditure recording in ERP system
• Ensure accounting transactions are recorded in the appropriate chartfield
• Timely identification and requesting contribution as per schedule
• Provides adequate and relevant documents to support received contribution
• Maintain and update all master and project files including grant agreements, contracts, receipts, etc.

4) Perform other duties as assigned by supervisor

Key performance indicators

• 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

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