Germany: Administrative Programme Associate (Re-advertised)

United Nations University Objectives:

The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU 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 more information, please visit http://unu.edu.

The United Nations University Vice-Rectorate in Europe (UNU-ViE):

UNU-ViE concentrates on relationships between advancing science and technology for human security. In addition to its scientific core mandate, it administers the central units providing service to UNU entities in Bonn. The central administration units include Finance, Human Resources, Information Communication Technology, Communication Services, Procurement and General Administration. These units also assist with the administration of new UNU initiatives in Europe and Africa. For more information on the organization, please visit the following websites: http://ehs.unu.edu/vice-rectorate

SCYCLE Programme:

UNU ViE-SCYCLE has been launched on 1 January 2016 succeeding the former UNU-IAS Operating Unit SCYCLE. It will be an independent Programme hosted by UNU-ViE in Bonn (Germany). SCYCLE envisions to enable societies to reduce the environmental load from production, use and the disposal of ubiquitous goods and especially electrical and electronic equipment to sustainable levels by means of independent and both comprehensive and practical research providing more thorough fact bases for policy development and decision making. Therefore SCYCLE activities are focused on the development of sustainable production, consumption and disposal patterns for electrical and electronic equipment, as well as other ubiquitous goods. SCYCLE leads the global e-waste discussion and advances sustainable e-waste management strategies based on life-cycle thinking.

Solving the e-waste problem (Step) Initiative:

Step is an international initiative committed to solving the world’s waste electrical and electronic problem. Step provides a forum for discussion among its members, and Step members also team up for concrete project implementation. Step members are drawn from industry, government, NGOs, environmental groups, and academia. Membership now comprises more than 55 member organisations. Step members contribute with an annual membership fee to the maintenance of the initiative.

The Step initiative’s Secretariat is based in Bonn, Germany, and is hosted by the United Nations University. For more information, see www.step-initiative.org.

Responsibilities

Under the direct supervision of the Head of UNU-ViE SCYCLE and Executive Secretary of the Step Initiative, as well as through close guidance from the Finance and Administration Officer, the Administrative Programme Associate will provide support to the UNU-ViE-SCYCLE's team of technical specialists and the Step Secretariat. His/her tasks will include among others:

A)SCYCLE

· Manage the day-to-day operations of accounting services, including accounts payable, accounts receivable, billing, preparation of management reports, forecasting, and year-end closing of accounts;

· Prepare project invoices for donor contributions specified in project documents. Process third party invoices related to assigned projects and prepare payment vouchers;

· Plan and execute financial operations in accordance with UNU’s policies, United Nations Financial Rules and Regulations (UNFRR) and established operational procedures, and ensure that proper and accurate accounting records are maintained;

· Monitor financial and project budgetary status of projects and provide officers responsible with information as required;

· Oversee the preparation of financial reports in accordance with the terms and conditions of donor contracts to national and international donors in the public sector (governments and the European Union), donors in the private sector and the UNU;

· Budget, administer and monitor UNU-ViE SCYCLE contracts and coordinate monthly payroll;

· Review employee travel documents for adherence to UN Rules and Regulations;

· Support team members of UNU-ViE SCYCLE on administrative matters;

· Assist in fund raising, including project proposal development, contracting and maintaining a dialogue with potential donors and other work related to fund-raising;

· Proofread project documents as required;

· Assist in the organization of conferences and meetings as required;

· Perform other duties as may be assigned by supervisor.

B)Step Initiative

· Take minutes as required;

· Assist in the maintenance of the Solving the E-waste Problem (Step) Initiative website by uploading and filing minutes, reports, presentations and other relevant documents;

· Assist in optimizing the usage of the Step website by managing the member login information, updating project information and simplifying the Extranet usage, including updating World Map data;

· Assist in the preparation of annual Step Member invoices, filing and maintenance of respective databases;

· Assist in the development of publications (e.g. Annual Reports, White Papers) by formatting publications in corresponding templates, obtaining bids from the printing press in compliance with UN Rules and Regulations, registering publications as online- and in-print publications, posting publications to pertinent stakeholders etc.;

· Assist in the preparation and facilitation of Step Meetings (e.g. General Assemblies, subgroup meetings, etc.) including accommodation, transportation, catering etc. **

Required qualifications and experience:

• Diploma or equivalent in Administration, Accounting or a relevant field;
• At least seven (7) years of progressively responsible experience in the related area and at least three (3) years in the international domain;
• Very good Excel spreadsheet skills, including the use of functions and formulas;
• Experience using ATLAS or any other ERP system is highly desirable;
• Previous experience in submitting financial reports to the European Union, foundations & industry German ministries and similar international entities is highly desirable;
• Excellent spoken and written English (native-language). Good knowledge of German in writing and speaking as well;
• Computer proficiency (Microsoft Word, Outlook, PowerPoint);
• Experience in overall a) secretariat duties, b) strategic planning of work;
• Result-oriented, self-motivated and “hands-on” with the ability to prioritize work and multitask;
• Able to work rather independent, but in a nice team;
• Interpersonal and communication skills to interact effectively with people of different national and cultural backgrounds.

Remuneration & Duration of Contract:

The successful candidate shall work full-time (40 hours per week) under a Personal Service Agreement (PSA) for a fixed period of 12 months with the possibility of renewal. The combined duration of appointments under a PSA shall not exceed six (6) years.

Remuneration will be commensurate with qualification and experience of the successful candidate. The working location will be Bonn, Germany.

This is a locally recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the United Nations Staff Rules and Regulations.

Starting Date:

As soon as possible

Application Procedure:

Interested applicants should submit their applications by e-mail (to hrbonn@vie.unu.edu), and must include the following:

• A cover letter setting out how the qualifications and experience match the requirements of the position;
• A curriculum vitae and a completed and signed UNU Personal History (P.11) form downloadable from the UNU website. Please avoid using similar forms provided by other United Nations organizations;
• An indication of the reference number of the vacancy announcement (2016/UNU/ViE/SCYCLE/ PSA/APA/60).

Note: Those applicants, who had applied for the initial announcement do not need to submit their application once again.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8)