Vacancy Announcement

Transcription

1 Vacancy Announcement Job Title: Duty Station: Administrative Assistant Copenhagen, Denmark Grade ICS-5 (GS-5) post Contract type: Post Type: Duration: Fixed Term Appointment Non-rotational 1 year, with a possibility for extension 1. Organizational Location The Administrative Assistant position is located in Procurement Services Branch (PSB) of the United Nations Population Fund (UNFPA) in Copenhagen. The incumbent reports to and receives guidance and policy support from the International Operations Manager. It does not entail supervision or management to other staff. 2. Job Purpose In direct support of UNFPA s strategy to achieve the ICPD (International Conference on Population and Development) goals and SDGs (Sustainable Development Goals) and under the supervision and guidance of the International Operations Manager ensure the effective and efficient implementation of administrative processes in accordance with the UNFPA Rules and Regulations. 3. Major Activities/Expected Results Duties and Responsibilities: The incumbent ensures timely, accurate and transparent administration processes by: - Following established standards, practices and controls; - Adapting for local circumstances where necessary, and; - Advising and supporting managers for informed decision making. 1. Insurance 1) Preparing monthly premium insurance declaration report Transit, depleted Stock, PSB Inventory, CO (Country Office) Inventory. 2) Financial Receipt of Insurance - Transit, Depleted Stock & Inventory. 3) Reporting & processing insurance claims - The tasks involved in this process include reviewing the case before deciding to submit it to the insurers, reviewing all the necessary documentation needed to support the claim, calculating the claimable amount, being in contact communication with the insurance brokers and the claimants whenever applicable, following up on any 1

2 pending claims, arranging for the funds to be applied to appropriate COA (Chart of Account)'s once received from the insurers 4) Maintaining & updating of relevant PSB Insurance Standard Operating Procedures 2. Office Administration 1) PSB Store management (basement) - PSB office stock management & control and store organization 2) Update GHG (Greenhouse Gas) Emissions Platform annually (CER) for PSB and NO (Nordic Office) 3) PSB Country Office Real Estate Management (COREM) Focal point - Updating COREM for PSB & Nordic Office. This is an annual exercise. 4) PO (Purchase Order) Approver and Financial Receiver for the local business unit - Financially receiving the orders for the local business unit that have been either physically received or the services have been rendered. The task includes reviewing the supporting documentation, the act of financial receiving and responding back to requester with the receipt number or sending payment request to UNDP. 3. Fixed Assets Administration 1) Act as the focal point for all matters pertaining to PSB fixed assets - Responding to PSB queries pertaining to PSB assets, responding to regional teams queries pertaining to asset receipts, recording & policy, ensuring that Asset dashboard for the PSB office is clean. 2) Ensure integrity, accuracy & timeliness in the financial and administrative recording & capitalizing of Assets - Ensuring that the correct asset categories are used, the correct asset amount is capitalized, and the assets are recorded in Atlas correctly & on time. 3) Coordinating Quarterly review of PSB fixed assets purchases to ensure that they are correctly recorded in Atlas - Quarterly review of both physical assets and recorded assets and sorting out any discrepancies found 4) Coordinating Annual Asset Certification - This is done in October and reviewed in February of the following year 5) Ensure compliance with the annual year-end closures - Ensuring that the assets under PSB s local control have been recorded correctly and in the right accounting year. 6) Coordinating and ensuring accurate & timely disposal of obsolete/ stolen assets from Atlas records upon receiving request from the IT team. 4. Ministry of Foreign Affairs focal point 1) Ensure registration and deregistration of staff with the Ministry of Foreign Affairs of Denmark; process applications for Danish residence permits for staff and accompanying dependents, as applicable. 2) Keep abreast of the changes in the Ministry of Foreign Affairs of Denmark policies and practices and keep staff informed on the changes. 5. Other (Procurement Administrative Support) 1) CRC (Contract Review Committee) Secretary - The task includes preparing the CRC meeting prior to the meeting, arranging the CRC meetings, attending the CRC meeting, minuting the CRC meeting and uploading/ updating the CRC portal. 2) Management of Biennial distribution of PEP (Post Exposure Preventive) Kits - This will be foreseeing distribution of approximately 3,500 PEP Kits by a consultant to over 190 countries where the United Nations are represented. This task will include recruiting an Individual Consultant to undertake the packaging, sending and tracking of the shipment, and finally follow up, including reporting 3) Bid tender management - Focal point for receiving PSB bids, both physical and electronically, 2

3 preparing bid receipt and bid opening report, securing the bids until the opening time, and forwarding the bids to the relevant person at the opening time. In the cases where there are external observers, the bids are printed by the custodian, sealed and presented at the bid opening. 4) Vendor creation focal point - Creating new vendors in the system and updating whenever needed. This also includes reviewing vendors that should be deactivated 5) Back-up and support to the staff member producing the annual statistical report and associated reports From time to time, other tasks may be assigned by the manager during periods of heavy workload (e.g. year end, staff absences) or when a new project or activity commences. 4. Work Relations Establish and maintain professional contacts with UNFPA Staff at all levels in headquarters in various departments and divisions. Direct liaison with the partners in other UN Agencies. 5. Job Requirements Education: Completion of secondary education school is required and a Bachelor level in Administration, Logistics, HR, Finance, Procurement, or other related field is an asset. Knowledge and Experience: Minimum 5 years related work experience preferably public or private sector procurement, logistics, marketing, public or business administration, commercial or law related disciplines or program at local level, preferably in organizations working in international development or public sector institutions. Experience from non-governmental organizations, non-profit organizations and private sector will also be treated equivalent. Note that an Advanced University degree (or equivalent: i.e CPA, ACCA, Jurist Doctor etc) in Economics, Law, Public Administration, Commerce, Business Administration, Accounting, Procurement or related field required in combination with 3 years of appropriate work experience may be accepted in lieu of 5 years of experience. Working knowledge of Microsoft Office is a strong advantage Core Competencies: Values/Guiding Principles; 3

4 Performance Management; Working in Teams; Self-Management/Emotional Intelligence; Communication; Appropriate and Transparent Decision Making; Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence; Knowledge Sharing/Continuous Learning Functional Competencies: Logistical support Managing data Managing documents, correspondence and reports Managing information and workflow Planning, organizing, and multi-tasking Providing financial support Job knowledge / technical expertise Languages: Fluency in English Other Desirable Skills: Highly motivated Ability to work independently Maintains diplomacy, tact and customer focus with internal and external partners relationship. 6. How to Apply UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. We offer an attractive salary, subsidized medical/dental insurance and pension benefits. This is a fixedterm appointment for an initial period of one year, with possible extensions subject to performance and funding. Possibility for Roster. Applications in English (including letter of interest and P11 form), quoting Administrative Assistant should be sent to: psb.vacancies@unfpa.org not later than 25 March 2018, 17:00 (Copenhagen time). The P11 form can be downloaded from UNFPA s website: 4

5 Please note that the selected candidate must have a valid residence and working permit in Denmark or in any of the countries belonging to the European Union. In case of equally qualified candidates, candidates with working permits in Denmark will be given preference. Due to the number of applications received, UNFPA will only respond to those applicants in whom UNFPA has further interest. The UN City is a smoke-free work environment. 5