Under the overall supervision of the UNU-IAS Director, and the direct guidance and supervision of the Head of Programme and Administration and Director of UNU-IAS OUIK, the Programme Assistant shall perform the following tasks:

1. Provide day-to-day operational support of the projects:

• Assist in day-to-day operations and administrative transactions closely liaising with UNU-IAS Administration to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
• Process transactions (e.g. travel approvals, payment, receipting etc.) as per the UN Financial Rules and Regulations and UNU procedures, ensuring accurate, adequate and relevant supporting documents;
• Provide general administrative support, including handling email correspondences, answering calls, responding to inquiries, and directing visitors to appropriate contacts;
• Provide support in creating meeting memo, PPTs, and other documents,
• Provide administrative and operational support for the organization of events such as symposiums, conferences, and meetings.

2. Assist financial operations pursuant to UNU policies, regulations and rules:

• Ensure proper control of the supporting documents for payments and receivables.
• Ensure timely accounts closure (requisitions, purchase orders and contracts) at month-end and year-end.
• Ensure timely response to UNU IAS/HQ requests related administrative matters.
• Maintain database and shared folders up to date for the Project Manager and administrative staff.

3. Provide administrative support for the management and execution of external funds and grants:

• Assist in the preparation and submission of grant applications and funding proposals.
• Provide grant administration support to the Project Manager and donors, including preparing an account summary and financial report.
• Assist in preparation of accounting and financial reports and other relevant documents as required.
• Assist in monitoring funding disbursement while ensuing adherence to financial and reporting requirements set by donors or external funding bodies.
• Maintain supporting documents and filing system for the IAS projects and activities.
• Assist in communication with stakeholders to gather necessary documentation for fund management and reporting.

4. Manage the office resource and document:

• Manage office supplies and equipment, ensuring availability and functionality.

• Coordinate with vendors and service providers to ensure timely delivery of the office resources
• Coordinate with procurement team for the maintenance of office supplies and equipment
• Update and archive documents regularly accordance with organizational guidelines.
• Utilize online document management system for file sharing and collaboration within the organization.

5. Perform any other duties as may be assigned

Qualifications, Skills and Experience:

1) Education and certification