Administrative and Finance Coordinator

The Administrative and Finance Coordinator at UNU-INWEH ensures transparent and efficient HR, finance, and administrative services. The role supports financial operations, procurement, travel coordination, human resources, and general administrative functions to facilitate the institute's mission.

Responsibilities

• Support day-to-day financial operations in compliance with UN/UNU rules, regulations, and policies, including accounting activities in QUANTUM ERP system.
• Support preparation and submission of quarterly HST refund reports and VAT exemption requests.
• Assist in preparation and modification of operational budgets, monitoring spending limits, and 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.
• Support procurement activities for goods and services ensuring compliance with UNU and UN procurement policies.
• Process supplier registration and assist with vendor master file administration.
• Maintain asset register, carry out inventory activities, and support periodic inventory verification and reporting.
• Coordinate with external service providers and support office facilities management.
• Manage travel requests and claims in UNALL and QUANTUM, including 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 Travel & Expense Module and policy.
• Provide HR administrative support in recruitment, onboarding, and contract administration.
• Provide advisory support on HR and personnel management.
• Monitor compliance with UNU Personnel Policy, UN Staff Regulations, and HR procedures.
• Manage day-to-day administration of consulting and service contracts including renewals and succession planning.
• Manage the Affiliate, Adjunct and Associate (AAA) programme including agreements, registration, email creation, and onboarding.
• Provide administrative support for office operations including document management, correspondence, calendar management, and travel arrangements.
• Assist in organizing meetings, workshops, and events including logistical arrangements and preparation of materials.
• Ensure effective functioning of office facilities by coordinating procurement of supplies and arranging services and repairs.
• Contribute to implementation and improvement of internal administrative processes and procedures.
• Perform other duties as assigned by supervisor.

Requirements

• Bachelor's degree in human resources, business or public administration, accounting, finance, economics, or other areas of social sciences and fields related to the position responsibilities
• 4 years of post-bachelor's degree experience or 6 years of post-high school experience in support function of human resources, finance, and/or administration is required.
• Experience in the UN or an international organization is desirable.
• Good understanding of International Public Sector Accounting Standards (IPSAS) or other international accounting standards is desirable
• Experience in various areas of the human resources function is desirable.
• 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.
• Experience in procurement and vendor registration and management
• 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.
• Proven ability to handle sensitive and confidential information.
• Knowledge of an Enterprise Resource Planning (ERP) system
• Prior experience of using QUANTUM (UNU's ERP system) would be an asset
• Excellent team player with strong communication and interpersonal skills, and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Strong planning, organisation, and time management skills, with the ability to communicate clearly and efficiently.
• Demonstrated experience in managing teams is desirable.
• Excellent analytical skills, including analysis of systematic problems and recommending plans of action, new actions and procedures.
• A strong attention to details, focus, and flexibility;
• Ability to establish priorities, and work within prescribed timeframes, tight timeline, and multitask
• Able to work under minimal supervision with high level of innovation
• Able to analyze and revise operating practice to improve efficiency
• Fluency in English (written and spoken).
• Knowledge of another UN official working language is an asset.

Skills

• Human Resources Management
• Financial Operations
• International Public Sector Accounting Standards
• Payment Processing
• Travel Coordination
• Procurement Management
• Vendor Registration
• Client Service Delivery
• Office Software Proficiency
• Organizational Skills
• Confidential Information Handling
• Enterprise Resource Planning
• QUANTUM ERP
• Team Management
• Analytical Skills
• Process Improvement
• Time Management
• Multitasking
• Innovation in Operations

Languages

English