Administrative Assistant

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Description

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About UN University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge, furthering the purposes and principles of the Charter of the United Nations. UNU’s mission is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, United Nations University (UNU) has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development and welfare. With more than 400 researchers in 12 countries, UNU’s work spans the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.

About Institute on Comparative Regional Integration Studies (UNU-CRIS)

• UNU Institute on Comparative Regional Integration Studies (UNU-CRIS) is one of 14 research and training Institutes that comprise the think tanks in the UNU system.
• The specific mission of UNU-CRIS is to foster a better understanding of the processes of regional integration and cooperation and their implications in a changing world order. UNU-CRIS specializes in the comparative study of regional integration, multi-level governance and cross-border policy issues.

Responsibilities

• Part-time 80%: Subject to organizational needs, budget availability, and mutual agreement, this position may be converted to full-time.
• Reporting to the Financial and Administrative Officer, the Administrative Assistant is responsible for assisting with financial and other administrative services:

Provide financial and administrative support

• Assist the Financial and Administrative Officer
• Handle procurement (office and kitchen supplies, catering, library, IT): collection of vendor forms and registration of new Supplier IDs in Quantum, doublechecking of invoices, request for approval, VAT exemption documents, entry in Quantum
• Assist with the administration of internships/CTCs: administration in Quantum, liaising with interns/consultants
• Support business travel administration per UNU Travel guidelines: creation of Supplier ID and Traveler Profile via Quantum and UNALL, request for approval of the completed Travel Request, compiling the expenses in the F10 reimbursement form, entering the expenses as a Travel Request in UNALL, and doublechecking and submitting the expenses through Quantum
• Liaise with IT subcontractors
• Assist with asset management
• Assist with building maintenance

Provide general administrative support

• Assist the Management Assistant
• Administer the library: book registrations, book loans, inventory
• Assist with institutional correspondence (letters, certificates, templates)
• Assist with event organisation: logistics and catering for meetings
• Assist with onboarding of Research Interns and Visiting Research Fellows, including digital infrastructure, updating onboarding documents, evacuation tour
• Occasionally support the Policy and Communications officer
• Occasional editing support for publication projects

Perform other duties as assigned by the Director

• Key performance indicators
• Timely, accurate and complete delivery of routine accounting processes
• Timely and high quality of reports and schedules
• Timely and quality delivery of other administrative services
• Prompt and effective resolution to institutes’ queries

Qualifications

Education and certification

• Completion of Secondary Education or Bachelor or Technical Bachelor in a relevant field: management assistant, accounting, business administration, or related field.

Required skills and experience

Required:

• Minimum 4 years (with Secondary education) or 2 years (with Bachelor Degree) of relevant working experience;
• Proficient in Microsoft Office with good Excel spreadsheet skills; and experience with handling web-based management systems;
• Result-oriented, self-motivated and “hands-on” with the ability to prioritize work and multi-task;
• Proven organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced work environment;
• Strong collaboration and team skills with respect for diversity in all its forms;
• Passion for the mission of the United Nations and UNU

Desirable:

• Knowledge of and experience with the Flemish administrative environment
• Understanding of and experience with the UN administrative system, or a strong willingness to learn and master the processes

Language Requirements

• Fluency in English
• Working knowledge of Dutch
• Knowledge of another UN official working language is an asset

Source: https://careers.unu.edu//o/administrative-assistant-gs4-brugge

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