Administrative and Finance Coordinator (PSA-6)

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 Administrative and Finance Officer, the Administrative and Finance Coordinator ensures the execution of transparent and efficient HR, finance and administrative services at UNU-INWEH. The Administrative and Finance Coordinator functions as the Finance focal point of the institute, working in close collaboration with UNU Centre Finance, UNU’s Finance focal points, and UNDP/ GSSU in Copenhagen for resolving complex finance-related issues and information exchange.

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

1. Financial Operations

   • Supporting day-to-day financial operations in compliance with UN/UNU rules, regulations, and policies, in close liaison with UNU-CENTRE under the guidance of the Administrative and Finance Officer at UNU-INWEH. Perform accounting activities in QUANTUM (UNU’s ERP system), including accounts payable, accounts receivable, billing, month-end and year-end closures, requisitions, purchase orders, receipts, payment vouchers, and GL journal entries.

   • Support the institute's preparation and submission of the quarterly HST refund reports and VAT exemption requests

   • Provide support in the preparation and modification of operational budgets, monitoring spending limits, and contribute to 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.

2. Procurement Support

   • Support procurement activities for goods and services, from requisition to delivery and payment, ensuring compliance with UNU and UN procurement policies.

   • Process supplier registration and assist with ongoing maintenance, and vendor master file administration.

   • Maintain the asset register, carry out inventory activities, and support periodic inventory verification and reporting.

   • Coordinate with external service providers and support office facilities management as required.

3. Travel Coordination

   • Manage travel requests and claims in UNALL and QUANTUM, including pre- and post-travel documentation, 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 the Travel & Expense Module and policy to colleagues.

4. Human Resources Support

   • Provide HR administrative support in recruitment, onboarding, and contract administration as assigned.

   • Provide advisory support on HR and personnel management.

   • Monitor compliance with UNU Personnel Policy, UN Staff Regulations, and HR procedures as directed.

   • Manage the day-to-day administration of consulting and service contracts, including the timely renewal of contracts and succession planning activities; and

   • Manage the Affiliate, Adjunct and Associate (AAA) programme by processing the agreements, registration, email creation, and welcoming/onboarding

5. Administrative Support

   • Provide administrative support for office operations, including document management, office correspondence, and calendar management and travel arrangement.

   • Assist in organizing meetings, workshops, and events, including logistical arrangements and preparation of supporting materials.

   • Ensure the effective functioning of office facilities by coordinating procurement office supplies, arranging required services and repairs for office equipment and working conditions.

   • Contribute to the implementation and improvement of internal administrative processes and procedures.

6. Perform other duties as assigned by supervisor.

Key Performance Indicators

• Timely, complete, and accurate human resources transactions/activities/documentation

• Timely and quality delivery of recruitment strategies

• Quality and timely, and accurate advice on UNU HR policies and processes

• Contribution to the positive reputation of UNU-INWEH as a reliable and trustworthy partner among research partners, governments, donors, and civil society

• Information is correctly disseminated as needed with timely responses to queries and follow-ups

• Timely and accurate advice on UN financial rules and regulations

• Timely and accurate support to budget formulations and audits

• Quality and level of engagement with the Administration and Finance team as well as other staff members of the institute

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

1) Education and certification

• 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

2) Required skills and experience

• 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

3) Language Requirements:

• Fluency in English (written and spoken).

• Knowledge of another UN official working language is an asset.

Remuneration

The successful candidate will be employed under PSA contract. UNU offers an attractive compensation package including an annual net salary, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of PSA holders.

Duration of contract

The duration of the initial contract is 1 year. This is Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

Starting date

Immediate

How to Apply

To apply to UNU, you will not need an account. Instead, we ask that you:

• Apply via the apply link;

• fill out the UNU P11 Form (please avoid using similar forms provided by other United Nations organisations);

• provide a motivation statement (in the P11 form); and

• answer a few questions that are tailored to the position.

You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline

31 July 2026

Submissions must be received by midnight EST (Toronto time zone) on the deadline; late entries will not be accepted.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks, and references.

Special Notice

PSA holders are neither “staff members” under the Staff Regulations and Rules of the United Nations nor “officials” for the purpose of the Convention on the Privileges and Immunities of the United Nations (1946). They are subject to the Rector's authority and may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised. UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply. UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. If you have supervisory function, you need to have awareness on gender related issues.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU at the same grade level and with similar job description, experience and educational requirements.

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