Consultance : Recrutement d’un(e) Assistant(e) administratif(ve) en Allemagne.

 

 

 

 

 

 

Responsibilities

Under the authority of the Vice-Rector in Europe, guidance of the Finance and Administrative Officer and the direct supervision of the Finance Associate, the successful candidate will be entrusted with the following tasks:

1. Ensure proper administration of travel management for UNU ViE/EHS

  • Support travel management processes and ensure that all travel is expeditiously processed and fully compliant with corporate travel guidelines and requirements;
  • Work closely with the contracted travel agent to ensure provision of high-quality professional service and compliance with UNU travel policy in terms of air ticket procurement, hotel reservation, logistical, visa, insurance, and other arrangements, if any;
  • Correspond with UNU travelers (UNU Personnel and meeting participants) on travel routes, entitlements. costs and requirements;
  • Process travel authorizations in line with travel entitlement for UNU personnel travelling on official travel;
  • Process Travel Requests, Travel Claims and Expense Report of Travel and Expense module (T&E) in ERP financial management system;
  • Submit request to create or update travel profile;
  • Process Requisitions and Purchase Orders for travel in ERP financial management system, and payments for travel-related invoices;
  • Assist UNU travelers in Visa (monitor “Note Verbale” log, review and file the documents);
  • When required, collect and analyze the market situation on the travel service area;
  • Contribute to initiatives to improve workflow and streamline financial processes to enhance efficiency and productivity (Travel and Expense Module).

2. Operations & Administrative support

  • Provide general office support services (incl. office supply, mails and logistics) to help ensure the smooth functioning of UNU-ViE/EHS;
  • Act as supplier maintenance focal point in the ERP system
  • Provide support in the process of acquiring goods and services for UNU-ViE/EHS by liaising with requesters and vendors;
  • Assist in the preparation of procurement plans;
  • Assist in the Asset management for UNU-ViE/EHS
  • Assist in the reconciliation of the year-end physical verification results to the AM asset register and resolve discrepancy items.

3. Assist the program support function

  • Support the administration and financial operations of PACET projects
  • Prepare financial reporting to donors and follow-up on financial reporting in observance to donor’s conditions and deadlines;
  • Provide administrative support for the planning, budgeting, organization and preparation of events such as meetings, workshops, etc.;
  • Assist in processing project related expenditures in ERP system;
  • Liaise between academic sections and finance and administration unit on project and operational areas requiring additional support.

4. Perform other duties as assigned by supervisor

Key performance indicators

  • Timely and quality travel management (Process Travel Request (TR), Travel Claim (TC) and Expense Report (ER));
  • Timely approval of NV number issuance;
  • Prompt and effective resolution to UNU personnel’s queries;
  • Timely and quality submission of financial reports and payment requests;
  • Timely and quality reporting on budget status including forecasts;
  • Quality and level of engagement with team to advise on administrative processes;
  • UNU is seen as a reliable and trustworthy partner by research partners, governments, donors, and civil society.

Education and certification

Completed secondary education. A first (or higher) level university degree in business administration, or a related field will be considered an asset.

Experience

  • Minimum four (4) years of working experience for completed secondary education or Bachelor’s degree with three (3) years of working experience, ideally touching the functions of Travel and or programme support
  • Familiarity with UN rules and regulation concerning administration, Travel, finance, procurement, would be a distinct advantage;
  • Experience in administrative roles related to travel and events at the national or international level;
  • Proficient in the use of MS Office applications;
  • Experience in using Oracle PeopleSoft (ATLAS) or any other ERP system is highly desirable;
  • Good communication and interpersonal skills, Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
  • Conscientious and efficient in establishing work priorities and able to complete tasks within the timelines
  • Reflected team player with strong interpersonal skills demonstrated by the ability to work in a multicultural environment with sensitivity and respect for diversity.

Language Requirements

  • Fluency in English is required;
  • Fluency in German is an asset.

Apply here

Application Deadline: 25 April 2023