Project Assistant (PSA contract)

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 UNU Institute in Macau (UNU Macau)

UNU Institute in Macau (UNU Macau) is one of 13 research and training Institutes that comprise the think tanks in the UNU system. UNU Macau is a research institute at the intersections of digital technology and sustainable development. The Institute conducts policy-relevant research and generates solutions, addressing pressing challenges expressed in the UN 2030 Agenda for Sustainable Development through high-impact innovations and the latest technologies. Through its research, the UNU Institute in Macau encourages data-driven and evidence-based actions and policies to contribute to the achievement of the Sustainable Development Goals.

One of the Institute’s missions is to nurture the next generation of interdisciplinary computing, information and social scientists, and engineers to be leaders in the field of ICT for development. To this end, the institute seeks to build a team of experts to help deliver the institute’s mission and work plan. The Institute’s research tends to be more applied, and strives for policy impact in the UN system, at international, regional and national levels.

The UNU Institute in Macau is situated in the Macau Special Administrative Region (SAR) of China, and it is the only UN entity in the city. Macau is one of the most dynamic regions in Asia, where technological innovations have become an integral part in driving social and economic change. Macau is part of the Greater Bay Area (GBA), that hosts many private sector companies and technological giants that are just a short distance away. Its proximity to China, Hong Kong SAR and other Asian countries such as Japan, Korea, Thailand and Vietnam, provides an exciting opportunity for researchers and experts to maximize the impact of their work.

Responsibilities

Under the direct supervision of the Finance Associate, the Project Assistant will support the overall financial and administrative functions of the Institute. The Project Assistant will be responsible for the followings:

1. Execute financial operations in accordance with UNU’s policies, UN Financial Regulations and Rules and established operational practices and ensure compliance with internal control requirements

• Ensure accurate, adequate and relevant documents to support all financial functions
• Ensure transactions (such as but not limited to, payment, receiption…etc) are processed as per UNU financial policy and procurements
• Perform functional roles in UNU’s ERP system and processes entries such as, but not limited to, requisition , administrative & personnel contracts (utilities, post, supplies, etc.).
• File and archive supporting paperwork and documents
• Provide support to project lead/budget owners in terms of project administration

2. Support Institute asset management & travel processing

• Full compliance of processes and operational requirements with UN/UNU rules, regulations, policies and strategies in terms of asset management and travel
• Perform functional role in UNU’s ERP system and processes entries such as, but not limited to, travel request & arrangements under the leadership of the supervisor/travel arranger
• Process and archive all relevant documentations
• Support Institute Asset Manager in all transactions related to the subject, such as but not limited to receipting, physical checks, asset registration and reconciliation

3. Support HR & Administration functions

• Provide support to generic office operations of the Institute
• Provide logistical support for projects, workshops, conferences, and meetings.
• Support to the Institute’s HR functions which includes assorted HR tasks related to personnel onboarding and separation.
• Provide logistic support and assist HR’s management of staff apartments including the check-in and check-out of staff as well as the coordination and supervision of the repairs that might be needed.

4. Perform other duties as assigned by supervisor and the Institute management

Key performance indicators

• Timely, complete and accurate financial and administrative transactions/activities/documentation
• Timely and regular monitoring of financial resources management system and timely expenditure of financial resources
• Timely and accurate support to budget formulation and audits
• Timely and high quality of reports and document archives
• Prompt and effective resolution to institutes’ queries related to routine finance, procurement, mission travel and asset management
• Timely and high quality of maintenance of office building and staff apartment functions

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

Education and certifications:

Bachelor’s
degree related to finance,
accounting, business administration or equivalent disciplines.

Master's degree is an asset. 

Experience and other requirements:

Required:

• Bachelor’s degree with two (2) years of full-time relevant working experience in a diverse team environment. Exceptions can be made for strong candidates holding a master degree but with internship experience(s).
  
• Expertise in the use of Microsoft Office applications (Excel, Word & Outlook). Proficiency in Excel spreadsheet with ability to handle high volume of data
• Result-oriented, self-motivated and hands on, with the strong ability to establish priorities, multi-task and work within tight timelines
• Dynamic, has strong attention to details, focused, and flexible
• The appointee is required to be office-based, full-time in Macau. It is not a remote position.

Desirable:

• Working experience in international organization, with finance and/or administration is an advantage
• Experience in handling ERP systems (or other UNU finance system) is an advantage
• Ability to work under minimal supervision and with high level of resilience
• Ability to exercise good judgement and comprehend the broader view of processes (bigger picture)

Language requirements:

• Fluency in spoken and written English and Chinese
• Knowledge of Cantonese is an advantage
• 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 locally tax-exempted salary commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

UNU will cover the cost of travel of the international appointees (non-Macanese residents) to the duty station at initial appointment, as well as their return to their home country/point of hire upon final completion of their services. Travel costs are covered only in the event that the function will be undertaken physically in the duty station and excludes working-from-home arrangements.

International appointees (non-Macanese residents) can apply for rent-free housing (excluding utilities) at the Institute’s staff apartments in Macau. Housing benefits are subject to availability and it could not be commutative if not taken.

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 a 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.

Expected startdate:

As soon as possible (Q4 2023 / Q1 2024)

How to Apply:

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

• Apply via the apply link;
• provide a curriculum vitae in English; please upload it in the screening questions section.
• 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:

17 October 2023 (11:59pm, Macau time zone GMT +8)

** Application page no longer operational beyond application deadline.

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 do no hold international civil servant status nor are they considered a “staff member” as defined in the UN Staff Rules and Regulations.

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 organization. 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.

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.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply partic