Operations & Finance Assistant

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Position Title: Operations & Finance Assistant
Location: Maastricht
Country: Netherlands
Deadline Date: 23 March 2025

Job Details

Job Posting Organization:
The United Nations University (UNU) is a global think tank and postgraduate teaching organization established within the United Nations System. Its mission is to engage in policy-relevant research, capacity development, and knowledge dissemination to further the purposes and principles of the United Nations. Over the past five decades, UNU has been a source of impartial research focused on sustainability, security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">human security, and economic development. With hundreds of researchers operating in 12 countries, UNU's expertise encompasses the full spectrum of the 17 Sustainable Development Goals, generating policy-relevant knowledge aimed at effecting positive global change. The organization collaborates closely with other UN entities and leading research institutions worldwide, contributing significantly to solving pressing global issues.

Job Overview:
The Operations & Finance Assistant will play a crucial role in supporting the daily operations of UNU-MERIT, which is part of the United Nations University system. This position involves providing comprehensive office support, ensuring smooth administrative functions, and assisting in financial operations in accordance with UN/UNU regulations. The assistant will be responsible for drafting and maintaining internal documentation, managing vendor accounts, and verifying the accuracy of financial records. Additionally, the role includes administering various programs such as internships and fellowships, managing travel-related documents, and supporting procurement and human resources activities. The ideal candidate will be proactive, detail-oriented, and capable of multitasking in a dynamic environment, contributing to the overall effectiveness of the institute's operations.

Duties and Responsibilities:

• 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.
• 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.
• 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.
• Human Resources 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.
• Other Duties: Perform other tasks as assigned by the supervisor or the Director.

Required Qualifications:
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 a 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.

Educational Background:
The position requires post-secondary education or a diploma with a specialization in administration, finance, or human resources. Alternatively, a Bachelor’s degree in equivalent disciplines is acceptable. Candidates with a post-secondary education or diploma must have at least 5 years of relevant working experience in programme support or administrative work, while those with a Bachelor’s degree must have at least 3 years of relevant experience.

Experience:
Candidates should have experience working in an international environment, preferably within an academic or research institution or a non-profit organization. Familiarity with United Nations administrative processes and procedures is considered an asset. The role requires a high level of computer literacy, including proficiency in MS Office and Project Management Software, as well as experience with Enterprise Resource Planning (ERP) systems.

Languages:
Fluency in English is mandatory, both oral and written. Knowledge of another UN official working language is considered an asset, enhancing the candidate's profile for this position.

Additional Notes:
This is a full-time, fixed-term appointment with an initial duration of one year, subject to satisfactory performance and the possibility of renewal. The position offers an attractive, tax-exempt compensation package, including an annual net salary, 30 days of annual leave, dependency benefits, a pension plan, and a health insurance scheme. The starting date for the position is immediate, and candidates are encouraged to apply without needing an account. Applications must be submitted by midnight CET on the deadline date, and late entries will not be accepted. UNU is committed to diversity and inclusion, encouraging applications from all backgrounds, including women and persons living with disabilities.