Programme Assistant Vacancy at the United Nations University (UNU) in Germany for October 2024

Programme Assistant Vacancy at the United Nations University (UNU) in Germany for October 2024

• Position(s): Programme Assistant (Onsite)
• Organization: United Nations University (UNU)
• Location: Bonn, Nordrhein-Westfalen, Germany
• Target Audience: Professionals, All Nationalities
• Expected start date: As soon as possible
• Deadline: October 2, 2024

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.

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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

Qualifications

1) Education and certification

• Completed high school diploma;
• Bachelor’s degree or equivalent in Business, Accounting, Public Administration, Law or a related field of study would be desirable. A university degree may substitute for some of the required years of work experience.

2) Required skills and experience

• High school diploma with 5 years OR Bachelor’s degree with 3 years of experience in programme or project administration, grant management, finance, accounting, or a related area, some of which preferably in an international setting
• Experience in liaising with donors and international implementation partners from different countries is an asset
• Experience with using an Enterprise Resource Planning (ERP) system is desirable
• Demonstrates strong analytical skills, is meticulous and able to maintain records in an accurate manner
• 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
• A self-starter who is able to work under minimal supervision with high level of resilience

3) Language Requirements

• Fluency in English is required
• Fluency in German is an asset
• Knowledge of another UN official working language is an asset

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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 annual leave, dependency benefits, pension plan and health insurance scheme.

Duration of contract

• This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.
• For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.

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

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