Administrative and Finance Officer

The Administrative and Finance Officer ensures effective and transparent delivery of administrative, human resources, and finance services to support UNU-INWEH operations. The role includes leadership of the administrative and finance team, financial management, procurement, human resources management, and general administration, while providing strategic advice to the Director.

Responsibilities

• Manage, supervise, and train Administrative and Finance team members by providing clear objectives, goals, direction, and guidance.
• Develop and monitor the team's key performance indicators (KPI) and performance goals.
• Contribute to knowledge sharing by synthesizing lessons learnt and best practices.
• Act as leader of the Administrative and Finance team and provide strategic advice to the Director.
• Serve as Approving Officer and/or Certifying Officer as delegated in accordance with UN and UNU financial authority frameworks.
• Manage day-to-day financial operations in close liaison with UNU-CENTRE.
• Ensure compliance with UN Rules and Regulations, UNU policies, procedures and strategies, and support effective implementation of internal controls.
• Lead formulation of the Institute's budget process by providing guidance, support, analysis and input to stakeholders.
• Guide researchers and staff in drafting project budgets.
• Prepare fund requests and financial reports to donors.
• Liaise with auditors, donor agencies, and ministries.
• Manage preparation and submission of quarterly HST refund reports and VAT exemption requests.
• Administer and maintain the vendor master file.
• Serve as designated approving officer and procurement authority for UNU-INWEH in accordance with UN Financial Regulations and Rules and the UN Procurement Manual.
• Coordinate day-to-day administration of external service providers when required.
• Oversee procurement activities and Asset Management ensuring compliance with guidelines and requirements.
• Ensure annual asset count and certification of capital and non-capital assets.
• Develop, adapt, and optimize internal processes and procedures.
• Oversee day-to-day HR-related operations in close liaison with UNU-CENTRE.
• Ensure effective human resources management including implementation of HR strategies and policies.
• Oversee recruitments and administration of all contract types.
• Oversee administration of the Institute's Programmes in collaboration with the Director.
• Oversee security and safety matters of the Institute.
• Oversee and coordinate general administrative services including facilities management, IT services, travel arrangements and office support.
• Develop, implement and continuously improve administrative systems, procedures and workflows to streamline operations and ensure compliance.
• Manage and maintain working relationships with external stakeholders including vendors, service providers and government authorities.
• Perform other duties as assigned by supervisor.

Requirements

• Master’s degree in business administration, procurement, finance, accounting, or related disciplines. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• At least two (2) years of experience in professional roles managing administrative, finance, operations, procurement, and HR functions.
• Experience working with International Public Sector Accounting Standards (IPSAS) or other international accounting standards is desirable.
• Knowledge of HR policies and their application.
• Knowledge and experience of international bank transfers.
• Knowledge and experience of procurement practices.
• Relevant experiences within Canada and within United Nations would be desirable.
• A professional qualification from an internationally accredited institute of accountancy and/or procurement will be a distinctive advantage.
• A professional accounting designation granted by a Canadian professional accounting body (e.g. CPA) is desirable.
• Proven proficiency in Microsoft Office applications, particularly Excel (advanced level) and ability to handle high volume of data.
• Experience with a major integrated ERP system (e.g., QUANTUM, Peoplesoft, Oracle, SAP, etc.).
• Strong planning, organisation, and time management skills, with the ability to communicate clearly and efficiently.
• Demonstrated experience in managing teams.
• Excellent analytical skills, including analysis of systematic problems and recommending plans of action, new policies and procedures.
• A strong attention to details, focus, and flexibility.
• Ability to establish priorities, work within prescribed timeframes and tight timelines, and multitask.
• An excellent team player with strong interpersonal skills, as demonstrated by the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
• Able to work under minimal supervision with high level of innovation.
• Able to analyze and revise operating practices to improve efficiency.
• Fluency in English (written and spoken).
• Knowledge of another UN official working language is an asset.

Skills

• Finance Management
• Procurement Procedures
• International Public Sector Accounting Standards
• Human Resources Policies
• International Bank Transfers
• Microsoft Excel Intermediate
• ERP Systems
• Team Management
• Analytical Skills
• Planning and organisation
• Time Management
• Data Analysis
• Policy Development
• Operating Practices Improvement
• Multicultural Sensitivity
• Accounting Qualification
• Budget Management
• Financial Reporting

Languages

English