Administrative Assistant

Job title:

Administrative Assistant

Company:

UNOPS

Job description

Background Information – UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.Working with usUNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.DiversityWith over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.Shared Service CenterThe Shared Service Center (SSC) is responsible for the effective and efficient delivery of essential corporate support services in support of all UNOPS operations in HQ and field office locations and the development and enhancement of policies, procedures and methods in corporate services to keep with current and best practices that best meet UNOPS business needs. Corporate services consist of administrative services, assets management, health and safety, and security.Job-specific informationThe incumbents will become part of the Shared Service Center, HQ Admin Team, serving both Copenhagen based UNOPS personnel as well as smaller liaison offices. Also, serving organizations that participate in the shared driving services in UN City.There are currently 11 different organizations that use the shared driving services.The position will support the HQ Admin Team with logistical and administrative tasks.The incumbents will become part of a dynamic, efficient and dedicated team. This is a full time position.The incumbent will have a direct reporting line to the Administration Senior Officer and a secondary reporting line to the Head of Support Services – HQ.This vacancy aims at recruiting an ongoing full-time position as well as establishing a roster of endorsed candidates to be considered for the role in the future.Please note: This position is based in Denmark. While applications from candidates worldwide are welcome, relocating to Denmark, especially with dependents, may be challenging at this level (ICS-4). We kindly request applicants to carefully consider this before applying.Overall responsibilities of the HQ Admin team: Administrative Support …Overall responsibilities of the HQ Admin team:Administrative Support to effective and efficient functioning of the Copenhagen office and smaller liaisons offices, support with respect to protocol issues and requests for official documentationTravel and Logistics support to administrative and logistical services within procurement, events, travel, Intranet, and ad-hoc projects.Inventory, Asset and Supply Management, Custodial, Common PremisesSupport to knowledge building and knowledge sharingEnsure effective and efficient functioning of the offices, focusing of the following results:Administrative SupportCompilation and preparation of briefing and presentation materials, background information and documentation for meetings.Organize shipments, customs clearance arrangements (import/export), preparation of documents for UNOPS shipments (received/sent).Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.Effective administrative and logistical support to ensure a smooth running of the Copenhagen office. liaising with UN City Common Services and BYGST on UNOPS office issues.Provides support with respect to protocol issues and requests for official documentation to/from the Ministry of Foreign Affairs and other Danish public authorities.Provide extended support to expats and dependents in order to facilitate a high quality on-boarding service to UNOPS and Denmark.Provision of administrative support to other SSC units as requested by the Administration Senior Officer and Head of Support Services HQ.
2.Travel and LogisticsArrange travel and hotel reservations, booking of travels, processing requests for visas, identity cards and other documents in connection with HQ units’ travels in CopenhagenProvide procurement support such as but not limited to receive quotations, bids or proposals, participate in evaluations both technically and financially, creation of purchase orders (POs) and receipts in oneUNOPS (ERP system).Processes Travel Authorizations and Travel Claims in oneUNOPS Travel Authorization and DSA Automation (TADA) module, and purchase orders for travel activities, payments, and contracts.
3. Inventory, Asset and Supply Management, Custodial, Common PremisesCustodian for management of office stationery supplies including maintenance of stock lists of stationery, distribution of stationery as required by staff and keeping a log of distribution.Provides support as assets verifier during UNOPS biannual physical verification
4. Knowledge Building and Knowledge SharingSupport to knowledge building and knowledge sharing through updating of HQ Admin tools.Maintenance of the filing system ensures safekeeping of hard copies and electronic files.
5. Prepaid card replenishment, reconciliation, and closureCoordinate with UNOPS Finance colleagues in order to process reconciliation through the use of duly signed expenditure ledger, together with all invoices;Make sure that the expenditures are allocated to the right projects at the point of reconciliation and that procurement procedures are followed efficiently;Replenishments based on balance and forthcoming purchases
6. Event coordination and supportLogistical and administrative support to conferences, workshops, retreats, events and visitors for events held in Copenhagen or organized by HQ units.Treats all individuals with respect; responds sensitively to differences and enc…Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.Education: A high school/secondary school diploma with additional four year…Education:

• A high school/secondary school diploma with additional four years of experience is required.
• A first-level university degree (Bachelor’s Degree) is desirable but not required, and may compensate for the required years of experience.

Experience:

• 4 years of relevant experience in general administration, logistics, or operations’ support services in national or international public or corporate organizations are required
• Experience working in Enterprise systems and in Google environment is desirable (G drive, Google Sheets and Google Docs).

Language requirements:

• Fluency in written and spoken English required.
• Basic knowledge of spoken and written Danish is an advantage.

Contract type: Local Individual Contractor Agreement Contract level: LICA-4 Cont…Contract type: Local Individual Contractor Agreement
Contract level: LICA-4
Contract duration: OngoingFor more details about the ICA contractual modality, please follow this link:Please note that the closing date is midnight Copenhagen time (CET) Applica…

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.UNOPS is an operational arm of the United Nations, supporting the successful imp…UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.Working with usUNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.DiversityWith over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.Work life harmonizationUNOPS values its people and recognizes the importance of balancing professional and personal demands.

Expected salary

Location

København

Job date

Thu, 14 Mar 2024 23:56:35 GMT

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