Administrative and Finance Coordinator (PSA-6)

United Nations 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

United Nations University Institute for Water, Environment and Health (UNU-INWEH)

UNU-INWEH, headquartered in Richmond Hill (Greater Toronto Area), Canada, is one of 13 research and training institutions that comprise the think tanks in the UNU system. UNU-INWEH’s vision is a world free of water, environmental and health problems where sustainable development, environmental health, and human security are assured for all. Its mission is to help resolve pressing water, environmental, and health challenges that are of concern to the United Nations, its Member States, and their people. UNU-INWEH pursues its mission through critical analysis and synthesis of existing bodies of scientific discovery; targeted research that identifies emerging policy issues; application of on-the-ground, scalable, science-based solutions to grand water, environmental, and health challenges; and global outreach.

Responsibilities

Under the overall guidance and supervision of the Administrative and Finance Officer, the Administrative and Finance Coordinator ensures the execution of transparent and efficient HR, finance and administrative services at UNU-INWEH. The Administrative and Finance Coordinator functions as the Finance focal point of the institute, working in close collaboration with UNU Centre Finance, UNU’s Finance focal points, and UNDP/ GSSU in Copenhagen for resolving complex finance-related issues and information exchange.

Contingent upon the level of appointment, as a member of the administrative and finance team of UNU-INWEH, the incumbent is expected to:

1. Financial Operations
   • Supporting day-to-day financial operations in compliance with UN/UNU rules, regulations, and policies, in close liaison with UNU-CENTRE under the guidance of the Administrative and Finance Officer at UNU-INWEH. Perform accounting activities in QUANTUM (UNU’s ERP system), including accounts payable, accounts receivable, billing, month-end and year-end closures, requisitions, purchase orders, receipts, payment vouchers, and GL journal entries.
   • Support the institute's preparation and submission of the quarterly HST refund reports and VAT exemption requests
   • Provide support in the preparation and modification of operational budgets, monitoring spending limits, and contribute to budget planning and forecasting.
   • Respond to accounting-related inquiries from staff, contractors, suppliers, and interns.
   • Maintain accurate and complete supporting documentation for all financial transactions.

1. Procurement Support
   • Support procurement activities for goods and services, from requisition to delivery and payment, ensuring compliance with UNU and UN procurement policies.
   • Process supplier registration and assist with ongoing maintenance, and vendor master file administration.
   • Maintain the asset register, carry out inventory activities, and support periodic inventory verification and reporting.
   • Coordinate with external service providers and support office facilities management as required.

1. Travel Coordination
   • Manage travel requests and claims in UNALL and QUANTUM, including pre- and post-travel documentation, travel authorizations, and compliance with UNU travel policies.
   • Coordinate travel logistics for staff and visitors, including visa requests and itinerary options.
   • Provide training and assistance on the Travel & Expense Module and policy to colleagues.

1. Human Resources Support
   • Provide HR administrative support in recruitment, onboarding, and contract administration as assigned.
   • Provide advisory support on HR and personnel management.
   • Monitor compliance with UNU Personnel Policy, UN Staff Regulations, and HR procedures as directed.
   • Manage the day-to-day administration of consulting and service contracts, including the timely renewal of contracts and succession planning activities; and
   • Manage the Affiliate, Adjunct and Associate (AAA) programme by processing the agreements, registration, email creation, and welcoming/onboarding

1. Administrative Support
   • Provide administrative support for office operations, including document management, office correspondence, and calendar management and travel arrangement.
   • Assist in organizing meetings, workshops, and events, including logistical arrangements and preparation of supporting materials.
   • Ensure the effective functioning of office facilities by coordinating procurement office supplies, arranging required services and repairs for office equipment and working conditions.
   • Contribute to the implementation and improvement of internal administrative processes and procedures.

1. Perform other duties as assigned by supervisor.

Key Performance Indicators

• Timely, complete, and accurate human resources transactions/activities/documentation
• Timely and quality delivery of recruitment strategies
• Quality and timely, and accurate advice on UNU HR policies and processes
• Contribution to the positive reputation of UNU-INWEH as a reliable and trustworthy partner among research partners, governments, donors, and civil society
• Information is correctly disseminated as needed with timely responses to queries and follow-ups
• Timely and accurate advice on UN financial rules and regulations
• Timely and accurate support to budget formulations and audits
• Quality and level of engagement with the Administration and Finance team as well as other staff members of the institute

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