Administrative Assistant Vacancy at the United Nations University (UNU) In Belgium (August 2024)

UN Jobs Admin August 1, 2024

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Administrative Assistant Vacancy at the United Nations University (UNU) In Belgium (August 2024)

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Job description

About UN University (UNU)

Administrative Assistant Vacancy at the University of United Nations (UNU), Belgium for August 2024. 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.

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Responsibilities

Part-time 80%: Subject to organizational needs, budget availability, and mutual agreement, this position may be converted to full-time.

Reporting to the Financial and Administrative Officer, the Administrative Assistant is responsible for assisting with financial and other administrative services:

1. Provide financial and administrative support

Assist the Financial and Administrative Officer
Handle procurement (office and kitchen supplies, catering, library, IT): collection of vendor forms and registration of new Supplier IDs in Quantum, double-checking of invoices, request for approval, VAT exemption documents, entry in Quantum
Assist with the administration of internships and CTCs: administration in Quantum, liaising with interns and consultants
Support business travel administration per UNU Travel guidelines: creation of Supplier ID and Traveler Profile via Quantum and UNALL, request for approval of the completed Travel Request, compiling the expenses in the F10 reimbursement form, entering the expenses as a Travel Request in UNALL, and double-checking and submitting the expenses through Quantum
Liaise with IT subcontractors
Assist with asset management
Assist with building maintenance

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2. Provide general administrative support

Assist the Management Assistant
Administer the library: book registrations, book loans, inventory
Assist with institutional correspondence (letters, certificates, templates)
Assist with event organisation: logistics and catering for meetings
Assist with onboarding of Research Interns and Visiting Research Fellows, including digital infrastructure, updating onboarding documents, and an evacuation tour
Occasionally support the Policy and Communications officer
Occasional editing support for publication projects

3. Perform other duties as assigned by the Director

Key performance indicators

Timely, accurate and complete delivery of routine accounting processes
Timely and high-quality of reports and schedules
Timely and quality delivery of other administrative services
Prompt and effective resolution to institutes’ queries

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, demonstrate the standards of conduct of the United Nations and take prompt action in the event of witnessing unprofessional or unethical behavior 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

ALSO READ: Multiple Associate Vacancies at UNESCO Available in Various Nations for September 2024

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Qualifications

1) Education and certification

Completion of Secondary Education or Bachelor or Technical Bachelor in a relevant field: management assistant, accounting, business administration, or related field.

2) Required skills and experience

Required:

Minimum 4 years (with Secondary education) or 2 years (with a bachelor’s degree) of relevant working experience;
Proficient in Microsoft Office with good Excel spreadsheet skills and experience with handling web-based management systems;
Result-oriented, self-motivated and “hands-on” with the ability to prioritize work and multi-task;
Proven organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced work environment;
Strong collaboration and team skills with respect for diversity in all its forms;
Passion for the mission of the United Nations and UNU

Desirable:

Knowledge of and experience with the Flemish administrative environment
Understanding of and experience with the UN administrative system, or a strong willingness to learn and master the processes

3) Language Requirements

Fluency in English
Working knowledge of Dutch
Knowledge of another UN official working language is an asset

Remuneration

UNU offers an attractive, tax-exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days of full-time annual leave, dependency benefits, a pension plan, and a health insurance scheme.

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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.

Application Deadline

12 August 2024

Assessment

Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview, background checks, and references.