POSITION: Finance and Programme Support Assistant
REFERENCE NO.: 2013/UNU/VIE/PSA/FPSA/81
LOCATION: Bonn, Germany
CLOSING DATE: 2013-12-31
Organizational Unit: Administration, Vice-Rectorate in Europe (ViE)
United Nations University objectives
The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate training 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.
UNU Vice-Rectorate in Europe (UNU-ViE)
UNU-ViE is an integral part of the Rector’s office and the first Vice Rectorate of UNU outside the headquarters in Tokyo, Japan. Established in May 2007 in Bonn, UNU-ViE aims at strengthening institutional growth of UNU in the world with particular emphasis on Europe and Africa. A further task is dedicated to capacity development in developing and emerging countries and to assist the establishment of UNU “Twin” institutes. For more information please visit www.vie.unu.edu.
UNU Institute for Environment and Human Security (UNU-EHS)
UNU-EHS, established in December 2003, is part of the UNU system, a worldwide network of Research and Training Institutes. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information please visit www.ehs.unu.edu.
Responsibilities
Under the authority of the Vice Rector in Europe and the supervision of the Finance and Administrative Officer, the specific tasks for the Finance and Programme Support Assistant shall encompass:
1. Finance
• Support financial operations in accordance with UNU’s policies, United Nations Financial Rules and Regulation (UNFRR) and established operational procedures, and ensure that proper and accurate accounting records are well-maintained;
• Support the full spectrum of accounting services, including accounts payable, accounts receivables, accounts reconciliation, billing, monthly closing of accounts, preparation of management reports, consolidation, forecasting, year-end closing of accounts;
• Act as the focal point for Bonn receivables, and act as vendor approver when it comes to UNU ERP system;
• Maintain overview of Bonn ICAs (Institutional Contractual Agreements) and any payments related to these;
• Process monthly payroll for staff, consultants, and stipend holders;
• Assist in the maintenance and recording of core funding contracts, programme-wide budget allocation, and programme-wide and project-specific expenditures;
• Perform month end bank reconciliations and assist in the preparations and recording of journal entries according to established procedure;
• Maintain overview of accounting charges for the Common Services Unit (CSU);
• Maintain monthly statements of accounts to allow the monitoring of availability of funds and budget performance;
• Monitor the cash position of bank accounts and imprest account which includes cash-flow forecasting and the determination of funding requirements in relation to budget execution;
• Contribute to initiatives to improve workflow and streamline financial processes to enhance efficiency and productivity, including implementation of the new International Public Sector Accounting Standards (IPSAS) and any other accounting and finance related projects and initiatives;
• Any other duties as may be assigned or required.
2. Programme Support
Assist Academic Section Head(s) and project owners on all financial matters as related to third party funded academic research projects. The specific tasks would include:
• Handle project budgets concerning staff costs, general expenses and project activities and setup the project in UNU ERP system(Atlas);
• Process project related expenditures; monitor project financial and budgetary status; maintain overview of availability of project funds; inform project owners of project budget and financial performance;
• Prepare financial reporting to donors and follow-up on financial reporting in observance to donor’s conditions and deadlines;
• Prepare project invoices for donor contribution and cost recoveries based on project expenditures;
• Accomplish daily accounting duties such as processing payment vouchers in UNU ERP system for project related expenditures;
• Assist in the finalization of project related Institutional Contractual Agreements (ICAs) including contract creation, monitoring of payment deadlines, etc.;
• Coordinate mission travels, including the review of travelers’ Duty Travel Plans (DTPs) prior to submission to Certifying Officer (CO); input and process travel requisitions, including payment of travel advances and process post mission travel claims;
• Provide administrative and financial support for the planning, budgeting, organization and preparation of events such as meetings, workshops, etc.;
• Liaise with UNU Centre (KL) concerning any financial matters and perform month and year-end financial closure tasks;
• Maintain and keep up to date all project files, documents and communications;
• Any other duties as may be assigned or required.
Remuneration: Remuneration will commensurate with qualifications and experience.
Required qualifications and experience
• Preferably first level university degree in accounting, finance or a closely related field, ideally with professional accounting qualification such as CPA, CFA, ACCA or equivalent;
• Three (3) years of progressively responsible working experience in accounting, financial reporting, budget management;
• Previous experience in submitting financial reports to the European Union, German ministries and similar international entities is highly desirable;
• Familiarity with UN rules and regulation concerning Finance, HR, administration, procurement would be an advantage;
• Previous experience in working with the German Public Administration Travel Expense Regulations (Bundesreisekostengesetz); other German public sector accounting practices would be an asset;
• Fluency in both oral and written English is required. Knowledge of the local language of the duty station (German) would be ideal and a distinct asset.
• Proficient in the use of MS Office applications, ideally with at advanced level in MS Excel. Experience using ATLAS or any other ERP system is highly desirable;
• Excellent communication and interpersonal skills, including good networking ability;
• Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
• A good team player with strong interpersonal skills, demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Starting date: As soon as possible.
Duration of contract
This is a full-time employment on a one (1) year Personnel Service Agreement (PSA) contract UNU-ViE, with possibility for renewal subject to requirements and satisfactory work performance, with the combined duration of appointments not exceeding six (6) years.
This is a locally recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the UN Staff Rules and Regulations.
Applications from suitably qualified women candidates are particularly encouraged.
APPLICATIONS PROCEDURE
Interested applicants should submit their applications by e-mail (to hrbonn@vie.unu.edu), and must include the following:
• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae and a completed and signed UNU Personal History (P.11) form (download at http://unu.edu/about/unu-services/hr/applying-for-a-position#files). Please avoid using similar forms provided by other United Nations organizations;
• an indication of the reference number of the vacancy announcement (2013/UNU/VIE/PSA/FPSA/81).
Short listed candidates may be required to take written test conducted online prior to interview.
REFERENCE NO.: 2013/UNU/VIE/PSA/FPSA/81
LOCATION: Bonn, Germany
CLOSING DATE: 2013-12-31
Organizational Unit: Administration, Vice-Rectorate in Europe (ViE)
United Nations University objectives
The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate training 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.
UNU Vice-Rectorate in Europe (UNU-ViE)
UNU-ViE is an integral part of the Rector’s office and the first Vice Rectorate of UNU outside the headquarters in Tokyo, Japan. Established in May 2007 in Bonn, UNU-ViE aims at strengthening institutional growth of UNU in the world with particular emphasis on Europe and Africa. A further task is dedicated to capacity development in developing and emerging countries and to assist the establishment of UNU “Twin” institutes. For more information please visit www.vie.unu.edu.
UNU Institute for Environment and Human Security (UNU-EHS)
UNU-EHS, established in December 2003, is part of the UNU system, a worldwide network of Research and Training Institutes. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information please visit www.ehs.unu.edu.
Responsibilities
Under the authority of the Vice Rector in Europe and the supervision of the Finance and Administrative Officer, the specific tasks for the Finance and Programme Support Assistant shall encompass:
1. Finance
• Support financial operations in accordance with UNU’s policies, United Nations Financial Rules and Regulation (UNFRR) and established operational procedures, and ensure that proper and accurate accounting records are well-maintained;
• Support the full spectrum of accounting services, including accounts payable, accounts receivables, accounts reconciliation, billing, monthly closing of accounts, preparation of management reports, consolidation, forecasting, year-end closing of accounts;
• Act as the focal point for Bonn receivables, and act as vendor approver when it comes to UNU ERP system;
• Maintain overview of Bonn ICAs (Institutional Contractual Agreements) and any payments related to these;
• Process monthly payroll for staff, consultants, and stipend holders;
• Assist in the maintenance and recording of core funding contracts, programme-wide budget allocation, and programme-wide and project-specific expenditures;
• Perform month end bank reconciliations and assist in the preparations and recording of journal entries according to established procedure;
• Maintain overview of accounting charges for the Common Services Unit (CSU);
• Maintain monthly statements of accounts to allow the monitoring of availability of funds and budget performance;
• Monitor the cash position of bank accounts and imprest account which includes cash-flow forecasting and the determination of funding requirements in relation to budget execution;
• Contribute to initiatives to improve workflow and streamline financial processes to enhance efficiency and productivity, including implementation of the new International Public Sector Accounting Standards (IPSAS) and any other accounting and finance related projects and initiatives;
• Any other duties as may be assigned or required.
2. Programme Support
Assist Academic Section Head(s) and project owners on all financial matters as related to third party funded academic research projects. The specific tasks would include:
• Handle project budgets concerning staff costs, general expenses and project activities and setup the project in UNU ERP system(Atlas);
• Process project related expenditures; monitor project financial and budgetary status; maintain overview of availability of project funds; inform project owners of project budget and financial performance;
• Prepare financial reporting to donors and follow-up on financial reporting in observance to donor’s conditions and deadlines;
• Prepare project invoices for donor contribution and cost recoveries based on project expenditures;
• Accomplish daily accounting duties such as processing payment vouchers in UNU ERP system for project related expenditures;
• Assist in the finalization of project related Institutional Contractual Agreements (ICAs) including contract creation, monitoring of payment deadlines, etc.;
• Coordinate mission travels, including the review of travelers’ Duty Travel Plans (DTPs) prior to submission to Certifying Officer (CO); input and process travel requisitions, including payment of travel advances and process post mission travel claims;
• Provide administrative and financial support for the planning, budgeting, organization and preparation of events such as meetings, workshops, etc.;
• Liaise with UNU Centre (KL) concerning any financial matters and perform month and year-end financial closure tasks;
• Maintain and keep up to date all project files, documents and communications;
• Any other duties as may be assigned or required.
Remuneration: Remuneration will commensurate with qualifications and experience.
Required qualifications and experience
• Preferably first level university degree in accounting, finance or a closely related field, ideally with professional accounting qualification such as CPA, CFA, ACCA or equivalent;
• Three (3) years of progressively responsible working experience in accounting, financial reporting, budget management;
• Previous experience in submitting financial reports to the European Union, German ministries and similar international entities is highly desirable;
• Familiarity with UN rules and regulation concerning Finance, HR, administration, procurement would be an advantage;
• Previous experience in working with the German Public Administration Travel Expense Regulations (Bundesreisekostengesetz); other German public sector accounting practices would be an asset;
• Fluency in both oral and written English is required. Knowledge of the local language of the duty station (German) would be ideal and a distinct asset.
• Proficient in the use of MS Office applications, ideally with at advanced level in MS Excel. Experience using ATLAS or any other ERP system is highly desirable;
• Excellent communication and interpersonal skills, including good networking ability;
• Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
• A good team player with strong interpersonal skills, demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Starting date: As soon as possible.
Duration of contract
This is a full-time employment on a one (1) year Personnel Service Agreement (PSA) contract UNU-ViE, with possibility for renewal subject to requirements and satisfactory work performance, with the combined duration of appointments not exceeding six (6) years.
This is a locally recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the UN Staff Rules and Regulations.
Applications from suitably qualified women candidates are particularly encouraged.
APPLICATIONS PROCEDURE
Interested applicants should submit their applications by e-mail (to hrbonn@vie.unu.edu), and must include the following:
• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae and a completed and signed UNU Personal History (P.11) form (download at http://unu.edu/about/unu-services/hr/applying-for-a-position#files). Please avoid using similar forms provided by other United Nations organizations;
• an indication of the reference number of the vacancy announcement (2013/UNU/VIE/PSA/FPSA/81).
Short listed candidates may be required to take written test conducted online prior to interview.
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