Administrative Assistant

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Description

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The 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. 

Functional Responsibilities:

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 documentation
• Travel and Logistics support to administrative and logistical services within procurement, events, travel, Intranet, and ad-hoc projects. 
• Inventory, Asset and Supply Management, Custodial, Common Premises
• Support to knowledge building and knowledge sharing 

Ensure effective and efficient functioning of the offices, focusing of the following results:

• Administrative Support 
• Compilation 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.

Travel and Logistics:

• Arrange travel and hotel reservations, booking of travels, processing requests for visas, identity cards and other documents in connection with HQ units’ travels in Copenhagen
• Provide 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.

Inventory, Asset and Supply Management, Custodial, Common Premises:

• Custodian 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 

Knowledge Building and Knowledge Sharing:

• Support 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.

Prepaid card replenishment, reconciliation, and closure:

• Coordinate 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 purchase

Event coordination and support:

• Logistical and administrative support to conferences, workshops, retreats, events and visitors for events held in Copenhagen or organized by HQ units.

Education/Experience/Language requirements:

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.

Source:  https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27613#1

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