United Nations University (UNU)

The UNU is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU 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, 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’ full breadth, 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.

United Nations University Operating Unit on Policy-Driven Electronic Governance (UNU-EGOV)

The UNU-EGOV, based in the city of Guimarães, north of Portugal, is one of 14 research and training Institutes and Units that comprise the UNU system. The mission of UNU-EGOV is to support the Member States of the United Nations in transforming the mechanisms of governance and building effective governance capabilities through strategic applications of Information and Communication Technologies (ICT) to contribute to sustainable development, social inclusion and active citizenship. As a think tank and research unit, UNU-GOV combines both classical research and consultancy projects.

In fulfillment of its purpose UNU-EGOV:

• carries out policy-relevant research;

• translates research findings into relevant policy instruments;

• builds capacity in localizing and applying such instruments within and among governments clients and partners within the UN system, academic and other relevant organizations;

• builds and maintains research and policy networks to share the lessons learnt, foster mutual learning, and bridge research and policy worlds; and

• monitors, evaluates and disseminates the latest developments in the area.

For more information please visit http://egov.unu.edu.

Responsibilities

Under the guidance of the Head of Administration, the Finance Assistant ensures the effective execution of financial services and processes at UNU-EGOV and the transparent utilization of financial resources. The Finance Assistant promotes a client-oriented approach consistent with UN and UNU rules and regulations.

Under the supervision of the head of Administration, the successful candidate will carry out the following tasks:

1. Supports implementation of UNU-EGOV operational and financial management, focusing on the achievement of the following results:

· Ensures full compliance with the United Nations Financial Rules and Regulations (UNFRR), administrative instructions of the United Nations, UNU relevant policies and processes and UNU-EGOV-specific procedures.

· Assists UNU-EGOV Personnel with queries on financial matters and provides training on financial procedures.

· Contributes to initiatives to improve financial workflows and processes.

· Provides statistics on financial transactions and assists with relevant reports.

· Assists with filing systems to guarantee that supporting documents are up-to-date and filed in an accurate and timely manner.

· Assists in audit-related requests.

· Replies in a timely manner to UNU Centre requests to resolve financial issues.

2. Provides Accounts Payable support:

· Processes statutory travel requests, including procurement and liaison with suppliers, requisitions, purchase orders and payments.

· Prepares financial files and acts as an initiating agent in the expenditure processes.

· Maintains internal expenditures control system, ensuring that invoices are matched and completed, transactions are correctly recorded and posted in Quantum, and travel claims and other entitlements are duly processed.

· Ensures timely closure of requisitions, purchase orders, contracts and travel claims at month’s end and year’s end.

· Takes corrective actions on unposted invoices, including those with budget check errors, match exceptions, and unapproved invoices.

· Ensures proper control of accruals.

3. Financial support Fundraising initiatives and Projects:

· Prepares supporting documents concerning the finalisation of cost estimates and budget proposals.

· Supports in financial proposals, reporting and monitoring of project agreements with donors.

· Prepares Accounts Receivable invoices and liaises with donors for outstanding payments.

· Prepares timely VAT reports for the Portuguese authorities.

4. Provide administrative assistance to the UNU-EGOV activities:

· Assist in organising conferences, workshops, capacity building and other events.

· Dealing with queries related to logistical aspects such as venue, catering, travel, accommodation and other services related to the organisation of events.

· Perform market research of potential suppliers and solicit supplier offers for goods and services.

· Assist in the management of UNU-EGOV facilities and liaise with the relevant contractors and stakeholders regarding maintenance needs.

5. Perform other duties as assigned by the supervisor.

Key Performance Indicators

• Timely and accurate advice on UN financial rules and regulations. Timely, complete, and accurate financial transactions and documentation.
• Accurate processing of financial transactions and documentation.
• Timely and knowledgeable customer service for financial and administrative tasks.
• Quality and level of engagement with internal and external stakeholders.

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.
  

Required

• Completed Secondary Education with specialized certification OR Bachelor’s degree, preferably in Finance, Business Administration, Management, Economy or a field relevant to the position.
• Secondary Education with 4 years OR Bachelor’s degree with 2 years of work experience in administration, of which at least 2 years worked in financial-related roles.
• Similar working experience in the United Nations system or other international organisations and
• Advanced knowledge and experience in the use of MS Office such as Excel and Word.

Desirable

• Strong ability to support the planning, monitoring, and implementation of travel, administrative and event logistic arrangements.
• Strong ability to work under minimal supervision and with a high level of resilience.
• Ability to establish priorities, multitask, and work within tight timelines.
• Experience in the handling of Enterprise Resource Planning (ERP) systems or other web-based management systems.
• Knowledge of UN systems, namely Quantum is an advantage.
• Excellent team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.

Remuneration

The successful candidate will be employed under a General Service contract (GS4). 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. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL and https://info.undp.org/gssu/onlinetools/SalCalcLocal/SalCalcLocal.aspx.

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.

Starting date: As soon as possible.

How to Apply:

To apply to UNU, you will not need an account. Instead, we ask that you:

• Apply via the “APPLY” link below;
• 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.

You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline: 31 December 2024

Assessment

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

Special notice

This is a locally recruited position and no relocation expenses or allowances apply. The position is limited to persons who have (1) the Portuguese nationality, or (2) the necessary residence, and work permit in Portugal, or (3) have the right of residence in Portugal.

Staff members of the United Nations University are international civil servants subject to the Rector’s authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised.

UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from nationals from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.

UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU at the same grade level and with similar job description, experience and educational requirements.

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