Operations & Finance Assistant

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Description

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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. 

Responsibilities:

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.

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.

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.

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.

Other Duties:

• Perform other tasks as assigned by the supervisor or the Director.

Qualifications:

Education and certification:

• Post-secondary education / Diploma with specialization in administration, finance or human resources; OR a Bachelor’s degree in equivalent disciplines; OR
• Post-secondary education / Diploma with 5 years of relevant working experience in programme support/administrative work is required; OR
• Bachelor’s degree with 3 years of relevant working experience in programme support/administrative work is required.

Required skills and experience:

• Experience in an international environment, academic/research institution or non-profit organization is desirable.
• Knowledge of United Nations administrative processes and procedures is desirable.
• High level of computer literacy including MS Office Software and Project Management Software. Knowledge in an Enterprise Resource Planning (ERP) system such as web-based management system is an asset.
• Result -oriented and self-motivated, with the ability to prioritize work and multi-task.
• Fluency in both oral and written English is required.
• A self-starter who can multi-task and work under minimal supervision with high level of resilience.
• Good team player with strong inter-personal skills demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Language Requirements:

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

Source: https://careers.unu.edu/o/template-title-ip-only-for-duplication-2-24

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