Administrative and Finance Assistant

Under the overall guidance and supervision of the Administrative and Finance Associate, the Administrative and Finance Assistant ensures the execution of transparent and efficient HR, finance, and administrative services at UNU-INWEH. The Administrative and Finance Assistant promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale and efficient financial and administrative operations at the institute.

Responsibilities

• Assists the Supplier Management process.
• Assists with supplier registration and ongoing maintenance.
• Assists with accounting activities in QUANTUM (UNU’s ERP system), including accounts payable, accounts receivable, billing, month-end, and year-end closures.
• Assists with requisition creation, purchase orders, processing receipts, and payments as needed.
• Supports procurement activities for goods and services, from request to delivery and payment.
• Assists with processing travel requests and claims in UNALL and QUANTUM systems.
• Monitors the integrity of the processes and understands the connection between HR and financial management.
• Prepares and maintains personnel files, ensuring confidentiality and accuracy.
• Contributes to positive candidate experience through timely and appropriate communications.
• Serves as HR leave monitor, trains personnel on the absence management module, assists personnel who have questions on leave, and provides attendance-related reports.
• Monitors completion of mandatory courses.
• Maintains assigned information and knowledge products on SharePoint.
• Provides support in managing the insurance enrolment request for non-PSA and records management.

Education:

Bachelors’ Degree in Human Resources, Business Administration, Accounting, Finance, Economics, or other areas of social sciences and fields related to the position responsibilities or/and the institute’s area of work.

Work Experience:

• 2 years of post-Bachelor’s degree experience in human resources, finance, and/or administration, preferably in an international organization.
• Ability to cover all areas of human resources from recruitment and onboarding to performance management, training, and career development through to leave monitoring and separation.
• Knowledge of HR policies and their application in the employment life cycle.
• Experience in processing payments and financial processes.
• Experience in processing travel requests and travel cost reimbursements would be desirable.
• Experience in procurement, vendor registration, and management would be desirable.
• Ability to deliver solutions-oriented client service that meets the needs of the clients.
• Attention to detail, process-oriented, and mastery of current office software.
• Organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced environment.

 Languages:

• Fluency in both written and spoken English is required.
• Fluency in French is desired.
• Knowledge of another UN official working language is an asset.

Source: https://careers.unu.edu/o/administrative-and-finance-assistant-psa