Administrative Assistant, GS-5, Vaccine Center, UNICEF Supply Division, Copenhagen, #22397

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children’s rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

For every child, commitment

The post supports the Vaccine Centre housed within UNICEF Supply Division.  The work we do supports vaccine security (uninterrupted supply of affordable and quality assured vaccines) thereby reducing child mortality caused by vaccine preventable diseases. As a Centre, we contribute to the achievement of the Sustainable Development Goals (SDGs) through increasing timely availability of life saving, new vaccines for all children.  To meet these objectives, the Vaccine Centre contracts directly with vaccine suppliers and collaborates closely with global health partners.  This post will support planning, events, reporting and several other activities to enable execution of Vaccine Centre’s objectives.

How can you make a difference?

Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

Office Planning & Project Management

• Ensures the availability of timely, complete and accurate information and data for preparing Centre work plans and management plans.
• Undertakes basic research and performs comparative analysis of Centre related data.
• Helps ensure timely compliance with agreed deadlines.
• Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation, Key Performance Indicators (KPIs) information.
• Support the monitoring and administration of the Centres’ KPIs and Supply Outcome Targets;
• Support to file management as related to the Project Review Board and general document management of the Centres;

• Support to create, maintain and monitor the Centres’ work plans, organize meetings with relevant centres for work planning discussions and progress
• Act as the Centres’ focal point for planned events and the planning calendar, including administrative and travel logistic support.

Communications & Workflow

• Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
• Draft routine correspondence and center communication materials (e.g. newsletters, posts on yammer, etc) for approval by Centre Chief;
• Communicates routine and some non-routine information pertaining to the work of the Centre.
• Support with searches, compiling and preparing information material documents, such as briefs and presentations, as required
• Maintaining updated project documentation in Microsoft SharePoint, creating and managing SharePoint spaces and Team Sites, including the files to be published in the intranet.

Calendar/Meetings/Correspondence Management

• Maintains Centre calendar and arranges meetings along with consolidation of agenda
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence and following up on implementation of action points.

Human Resources

• Personnel administration, including consultants and individual contractors;
• Following up with supervisors and staff that all Performance Evaluation Reports (PERs) and related discussions are completed on time and documented;
• Monitors daily attendance of Centres’ staff and validates monthly absence reports as Attendance Focal Point;

• Management of consultancy contracts and service providers, by assisting in procurement, raising requisitions, contracts and payment of invoices into UNICEF’s ERP;
• Onboarding of new staff members & consultants, including admin arrangements and ensuring access to the system;
• Facilitates the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading Terms of Reference (TORs) in VISION, and making necessary logistical arrangements.
• Monitoring contract status, documentation and expiration.
• Following up with Supervisors of Contractors / Consultants for end evaluation completion and closure of contracts.
• Maintains up-to-date vendor and consultant rosters.

Budget Monitoring

• Monitors budgets and financial expenditures of the Centre, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Prepares and maintains records, documents and control plans for the budget monitoring of the Centre.

 Events/Logistics

• Supports activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Arranges times through liaising with participants over availability.
• Liaises with budget unit and Centre over costs and needs.
• Assists in the preparation of background materials for participants and uploads cleared materials on the intranet.
• Prepares and maintains agendas on meetings and events related to the Centre commitments.

 Travel

• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Assists in the preparation of Quarterly Travel Plan.
• Monitors travel authorization and certification and report back to the team, as applicable
• Support the organization of external and internal visits and events organized by the Centres (e.g. booking of venues, hospitality requests, etc.).

 Invoice Processing

• Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION.
• Uploads electronic files and verifies results to destination system.
• Responds to client transaction status and other inquiries.

 Supplies/Equipment

• Supports management of administrative supplies, office equipment
• Monitors and supervises adequate and appropriate use of supplies.
• Arranges for the requisition and timely distribution of supplies in the Centre.

Attendance

Acts as the Attendance Focal Point of the Centre and maintains and updates a system which monitors the absence of staff.

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

 Requirements:

• Completion of secondary education
• At least 5 years of relevant administrative or clerical work experience
• Fluency in English
• Valid work permit and residency in Denmark at the time of submitting the application. Note that the selected candidate is responsible for obtaining any required extension of their residency permit as an extension cannot be dependent on an employment with UNICEF.

Desirables:

• Technical or University level courses in administration
• Proficiency in another UN language (Spanish, French, Russian, Chinese, Arabic).

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAs) and our core competencies as follows:

Core competencies skills

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Thinks and acts strategically
• Manages ambiguity and complexity
• Works collaboratively with others

To view our competency framework, please click here

UNICEF 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 to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Remarks

The closing date of this position is 17 December 2023.

Please note that we may utilize the applicant pool for this position to identify candidates for similar upcoming vacancies at the same level and within the same functional area.

Please be informed that all applications to UNICEF are handled via UNICEF’s online recruiting system. You can apply to the above position by creating your profile, and application at our web site: https://jobs.unicef.org/en-us/listing/  

Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process. 

NB:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). 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.

 

 

Visit us at www.unicef.org/supply/