Programme Assistant (GS-5) United Nations University

Bonn, Germany

Organizational Unit : United Nations University-Institute for Environment
and Human Security (UNU-EHS)

Reference Number : 2011/UNU/EHS/FTA/PA/45
Applications to : By Email:

hrbonn@vie.unu.edu

Closing Date : 15 November 2011

United Nations University Objectives:

The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and 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 more information please visit www.unu.edu.

United Nations University-Institute for Environment and Human Security (UNU-EHS):

During the past few years, UNU-EHS has developed into a leading international vulnerability research institute. It has been conceived and created to assess the vulnerability and coping capacity of societies facing natural and human-induced hazards in a changing environment. The Institute spearheads research, capacity building and policy-relevant advisory activities relating to the broad interdisciplinary field of 'risk and vulnerability'. The overall goal of its research is to raise public and political awareness and to assist Member States to implement the principles of “living with nature, living with risks” within the context of sustainable development. Next to environmentally-induced migration, vulnerability assessment, with particular emphasis on the social and environmental components, risk management and adaptation strategies to climate change and hazard events are the priority research areas of the institute. UNU-EHS has been engaged in PhD-level education since 2004. UNU is to become a degree-awarding postgraduate university. Hence, Master’s and PhD programmes, to be developed in close cooperation worldwide with leading universities will be priority activities in the years to come.

For complete information about the organization, please visit the following websites: www.ehs.unu.edu,www.vie.unu.edu, www.unwater.unu.edu, www.ihdp.unu.edu, www.unu.edu.

Responsibilities:

Under the authority and supervision of the Director of UNU-EHS, and working in close collaboration with Academic Officers and the Finance Officer, the Programme Assistant serves as a team member to assist in providing operational support to the day-to-day activities of the academic programmes at UNU-EHS. Key responsibilities of the Programme Assistant include:

• Prepare financial reporting to donors and follow-up on financial reporting in observance to donor's conditions and deadlines. This includes submitting quarterly payment requests substantiated by quarterly expenditure reports;
• Additionally requirements may include annual reports, cost certificates, requests to shift money between budget lines and years etc;
• Prepare and maintain statements of accounts relating to the projects to allow the officers responsible for the respective budgets to easily monitor work in progress and availability of funds;
• Monitor financial and project budgetary status, and inform the officers responsible for the respective projects of budget performances and provide them with financial reports;
• Accomplish daily accounting duties such as processing requisitions and payment vouchers in ATLAS System (PeopleSoft ERP system);
• Process project related Institutional Contract Agreements (ICA’s) including contracts creation in ATLAS System, monitoring of payment deadlines, review of contractor expense reports, etc;
• Review and correct Duty Travel Plans of travelers involved in assigned projects prior to submission to Certifying Officers (CO);
• Input and process travel requisitions, including payment of travel advances into ATLAS System;
• Process post mission travel claims reimbursable under UN rules and/or German travel rules (Bundesreisekostengesetz);
• Process third party invoices related to assigned projects and prepare payment vouchers;
• Prepare project invoices for donor contributions specified in project documents;
• Proofread project documents as requested by project managers;
• Assist project managers on the planning, budgeting, organization and preparation of events such as meetings, workshops, seminars, and conferences;
• Provide secretarial or any administrative support e.g. day-to-day functioning of the office, arrange meetings and appointments, take meeting minutes, draft letters/memos, etc;
• Maintain and keep up-to-date all master files and project related files;
• Any other duties as may be assigned or required.

Qualifications and Requirements:

• Diploma in Business, Finance, Accounting or a related field of study;
• At least three (3) years of work experience in programme or project administration, technical cooperation or related area;
• Past work experience preferably in an international organization is desirable;
• Proficiency in the use of MS Office applications is required and knowledge and experience in using an Enterprise Resource Planning (ERP) system is desirable;
• Fluency in both oral and written English is required; knowledge of German and/or any other United Nations official languages is an asset;
• 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;
• A self-starter who is able to 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.

Remuneration:

We offer a competitive net salary at GS-5 for Bonn, Germany duty station in the United Nations Common System salary scale, plus benefits. For more information, please visithttp://www.un.org/Depts/OHRM/salaries_allowances/salaries/germany.htm

Duration of contract:

This is a full time fixed-term appointment. The initial appointment will be for a period of two (2) years with the possibility of renewal on a rolling fixed-term appointment basis, subject to satisfactory work performance. The mandatory age of retirement for new United Nations staff is 62 years.

This is a locally recruited post; no relocation expenses or allowances apply. Suitably qualified women candidates and applicants from developing countries are particularly encouraged to apply.

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

The United Nations University is a non-smoking environment.

Starting date:

As soon as possible

Application Procedure:

Interested applicants should submit their application preferably by email submitting the following documents:

• A letter of application setting out how the qualifications and experience match the requirements of the position;
• A curriculum vitae with a completed and signed UNU Personal History Form downloadable from the United Nations University website http://www.bonn.unu.edu/article/read/job-vacancies. Kindly quote the reference number of this vacancy announcement and please avoid using similar forms provided by other UN organizations;
• Full contact information of three references.

We thank all applicants for their interest in this position. Only short-listed candidates will be contacted. Unsuccessful applications can neither be acknowledged nor returned.