Administrative and Finance Officer (NO-B)

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 Director, the position ensures the effective and transparent delivery of administrative, human resources, and finance services in support of the institute’s operations. The role also serves as a strategic advisor to the Director, supporting institutional strategy and the international business model of the institute, including the development of UNU hubs and cooperation with partners in the Global South.

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

1. Leadership of the Administrative and Finance Unit
   • Manages, supervises, and trains Administrative and Finance team members by providing them with clear objectives and goals, as well as direction and guidance, to enable them to perform their duties effectively and efficiently;
   • Develops, and monitors the team's key performance indicators (KPI), and performance goals;
   • Contributes to knowledge sharing by synthesis of lessons learnt and best practices; and
   • Act as the leader of the Administrative and Finance team of the Institute, and contribute to the governance of the Institute by providing strategic advice to the Director.
   • Serve as Approving Officer and/or Certifying Officer, as delegated, in accordance with UN and UNU financial authority frameworks.
2. Financial Management
   • Manage the day-to-day financial operations in close liaison with UNU-CENTRE;
   • Ensure UNU-INWEH is in compliance with the UN Rules and Regulations, UNU policies, procedures and strategies, and support the effective implementation of internal controls;
   • Lead the formulation of the Institute's budget process by providing guidance, support, analysis and input to stakeholders, articulating important financial issues and proposing appropriate solutions;
   • Guide researchers and Institute's staff in drafting project budgets;
   • Prepare fund requests and financial reports to donors;
   • Liaises with auditors, donor agencies, and ministries;
   • Manage the preparation and submission of the quarterly HST refund reports and VAT exemption requests;
   • Administer and maintain the vendor master file; and
   • Serve as a designated approving officer and procurement authority for UNU-INWEH in accordance with the UN Financial Regulations and Rules and the UN Procurement Manual including aligning INWEH’s procurement practice with UN system wide best practices as well as compliance with local regulations in Canada.
3. Procurement Management
   • Coordinate the day-to-day administration of external service providers within the office when required;
   • Oversee the procurement activities and Asset Management of the Institute ensuring full compliance with prevailing asset management guidelines and requirements; Ensure the annual asset count and certification of capital and non-capital assets; and
   • Develop, adapt, and optimize internal processes and procedures.
4. Human Resources Management
   • Oversee the day-to-day HR-related operations in close liaison with UNU-CENTRE;
   • Ensure effective human resources management for UNU-INWEH, including the implementation of HR strategies and policies;
   • Oversee the Institute's recruitments and ensure time-sensitive administration of all contract types;
   • Oversee the administration of the Institute's Programmes in close collaboration with the Director;
   • Oversee the security and safety matters of the Institute; and
   • Ensure UNU-INWEH is in compliance with the UN Rules and Regulations, UNU policies, procedures and strategies, and support the effective implementation of internal controls.
5. General Administration
   • Oversee and coordinate general administrative services, including facilities management, IT services, travel arrangement and other office support services.
   • Develop, implement and continuously improve UNU-INWEH's administrative systems, procedures and workflows to streamline operations, enhance efficiency and ensure full compliance with UNU rules and regulations.
   • Manage and maintain working relationships with external stakeholders, including vendors, services providers and relevant government authorities.
6. Perform other duties as assigned by supervisor

Key performance indicators

• Timely, complete, and accurate financial and human resources transactions/activities/documentation
• Timely and accurate advice on UN financial rules and regulation
• Timely and accurate support to budget formulations and audits
• Information is readily available, and databases are up to date
• Contribution to the positive reputation of UNU-INWEH as a reliable and trustworthy partner among research partners, governments, donors, and civil society
• Compliance with local rules and regulations in Canada
• Cost and time efficient procurement services
• High employee satisfaction on operational services provided

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