About UN University (UNU)

The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.

For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU’s expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit http://unu.edu

About Institute (UNU-MERIT)

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.

The institute, which collaborates closely with Maastricht University, carries out research and training on a range of social, political and economic factors that drive sustainable socio-economic development in a global perspective. Overall, the institute functions as a unique research centre and graduate school for over 100 PhD fellows and 140 Master’s students. It is also a UN think tank addressing a broad range of policy questions on science, innovation and democratic governance.

For more information, in particular on the details of the research themes, please visit https://www.merit.unu.edu.

Responsibilities

Under the overall supervision of the Chief, Administrative and Programme Services, the Operations & Finance Assistant will perform the following duties:

1. 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.

2. 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.

3. 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.

4. 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.

5. Other Duties

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

Key performance indicators

• Timely and quality delivery of operations and administrative services
• Timely, complete and accurate financial transactions/activities/documentation
• Timely and accurate advice on UN financial rules and regulations
• Timely and high quality of reports and document archives
• Timely and quality transaction and relationship with stakeholders such as government and donors
• Prompt and effective resolution to institutes’ queries related to routine finance, procurement, mission travel and asset management
• Timely and accurate execution of UNU system entries related to finance, travel, procurement and asset management

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

1) 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.

2) 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.

3) Language Requirements

• Fluency in English is required
• 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 annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL

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

Immediate

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.

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

Application Deadline

23 March 2025

Submissions must be received by [midnight, CET] on the deadline; late entries will not be accepted.

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

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 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.

If you have supervisory function, you need to have awareness on gender related issues.

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.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.