Denmark: Administrative Assistant
Country: Denmark
Closing date: 20 Oct 2013
“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations.” -Ban Ki-moon, United Nations Secretary-General
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.
Working in some of the world’s most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.
UNOPS is committed to achieving a truly diverse workforce.
Background Information - Job-specific
Under the supervision of the Practice Advisor, Sustainable Project Management Practice Group (SPMPG), the Administrative Assistant will be responsible for providing for System Maintenance, Reporting, Administrative and Office Support for the Director as required. As well, to provide general support to the entire team as instructed.
Functional Responsibilities
I. System Maintenance and Reporting
Maintain shared drive as required
Enter and extract data from various automated UNOPS/UNDP systems, such as human resource, finance, procurement, travel, etc. Gather information and prepare reports for statistical and monitoring purposes as requiredMaintain relevant hard copy and electronic records and files, e.g. commitments and expenditures, staff information.Provide administrative support for SPMPG
II. Administrative and Office Support
Responsible for processing all Travel Requests, Visa, TEC and Hotel Bookings for SPMPG as requiredProvide logistical and administrative support for SPMPG MissionsProvide logistical and administrative support for SPMPG PM Foundation CourseAdministrative and logistical coordination for Seminars, Workshops and Training(s) facilitated by SPMPGType a wide variety of reports, documents, correspondence and communications.Support the team providing assistance during peak workload or back-up as necessary, to ensure completion of work objectives.Provide logistical arrangements for UNOPS meetings as requiredSubmission of VAT reimbursement to protocol as requiredAssist in extension of Laissez-PassersAssist in organizing meetings for business seminarsProcess invoices and raise purchase orders for administrative purposes in ATLAS Assist in preparation for on-boarding of new team members as requiredUpdate UNOPS, Copenhagen IntranetMonitor the leave system as requiredAct as back up to Administrative Assistant to Director, as required and when on leavePerform all other duties as and when assigned by Practice Advisor and/or Director
Education/Experience/Language requirements
Secondary education plus a minimum of 3 years of relevant experience is required.Post-secondary education is desirableProfessional certification in MS Office and/or Sharepoint will be considered an asset
Fluency in written and verbal English is a requirementFrench, Spanish and/or Danish are an asset
Competencies
? Shows Initiative ? Willing to Learn ? Team work skills ? Client Focus Oriented ? Result and Strategic Orientation ? Organized, attention to detail, able to prioritize and process large volumes of work ? Aptitude for working with computers, and ability to utilize a variety of software applications ? Ability to interact and communicate within a team and with clients
Contract type, level and duration
Contract type: ICA Contract level: LICA-5 Contract duration: 1 year, renewable subject to performance and budget
How to apply:
To apply please follow this link:https://gprs.unops.org/pages/viewvacancy/VADetails.aspx?id=3947
