Administrative Assistant, GS-5, Fixed Term, Post# 102965, Supply Chain Strengthening Centre, UNICEF Supply Division, Copenhagen, Denmark

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Hope

How can you make a difference?

Under the direct supervision of the Chief, of the Supply Chain Strengthening Centre (SCSC), the Administrative Assistant provides overall administrative and secretarial support to the Team.

Summary of key functions/accountabilities:

• Acts as the Centre’s budget focal point and maintains necessary budgetary records.
• Works closely with the finance department and the unit leads to monitor the utilization and commit the available allocated funds within a fiscal year.
• Monitors, reports, and files the project status reports and resources used against the budget. It also includes processing all the SCSC invoices as appropriate and assists in creating SRs, POs, and FRs.
• Assists the Chief in ensuring that the daily duties of the Centre are properly performed in particular management of the team calendar of regular meetings, events, missions, and staff leave.
• Assists the Chief and center staff in booking meeting rooms, and preparing and maintaining agendas presentations, and minutes of meetings.
• Performs administrative tasks related to the organization of official travels, missions, and internal and external meetings of the center staff, such as preparing travel forms/documents, and organizing appointments.
• Assists the Centre in preparing country visits to SD, assists in preparing and conducting the logistics (room booking, catering, visa support, etc.) in close collaboration with the Supply Chain Specialist.
• Prepares and maintains briefing documents in collaboration with the Chief and center staff.
• Ensures that management files are properly filed, maintained, and up to date.
• Searches, compiles, and prepares information material documents as required.
• Receives, screens, and distributes mail to appropriate persons within the center.
• Draft routine correspondence for signature by Chief.
• Supports Chief with personnel administration, including following up with supervisors and staff that all PERs and related discussions are completed on time and documented.
• Maintains center team library, and samples and works with Communication Officer on website information. Acts as the Centre’s focal point for the Intranet and Internet ensuring that relevant information about the Business Unit is posted to promote the understanding of the Division and the Centre.
• Monitors daily attendance of center staff and prepares monthly absence reports. Provides advice and ensures administrative support as required.
• Compiles and prepares statistics for presentation by the Chief at Management meetings including information material and PowerPoint presentations for internal and external use and presentation for senior staff of the Centre.
• Any other duties as requested by the supervisor.

To qualify as an advocate for every child you will have…

Education:

Secondary education, preferably formal secretarial training.

 Experience:

Five years in administrative position, preferably in a secretarial function in an international environment.

 Language Requirements:

Fluency in English is required. Another UN official language and Danish is desirable.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. 

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.

All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.