Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

  • Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
  • Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
  • Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
  • Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

 Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The Office of Procurement (OP) under the Bureau of Management Services of UNDP is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2026-2029 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.

The Operations team in Copenhagen plays a key role in supporting the delivery of procurement business services by the Office of Procurement by providing a wide range of Management support with the key functions of management of financial resources, cost-recovery, travel and human resources of the unit.

The Operations team reports to the Director, Office of Procurement, HQ New York.

Position Purpose:

Under the overall guidance and direct supervision of the Operations Associate in the Office of Procurement, the Administrative Associate provides support to the Unit’s operations performing a variety of standard administrative and HR-related tasks ensuring high quality and accuracy of work.  

The incumbent works in close collaboration within the Operations unit and other Office of Procurement Units in HQ New York, Bonn, Copenhagen and other locations to exchange information and ensure consistent service delivery.

The Administrative Associate promotes a collaborative and client-oriented approach, sharing knowledge and best practices focusing on the following:

  1. Implementation of operational strategies
  2. Support effective and efficient functioning of OP Units  
  3. Ensure efficient travel administrative support focusing on achievement of the following results:
  4. Support to knowledge building and knowledge sharing

The key results have an impact on the overall efficiency and smooth running of the Unit in the provision of services to clients and stakeholders. Accurate analysis and presentation of information, thoroughly researched and fully documented work, strengthens the capacity of the unit and facilitates subsequent action by the Management. Incumbent’s own initiative is decisive in results of work and timely finalization

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
 

Duties and Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance with administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to prepare the Operations team results-oriented work plans

Ensures efficient administrative support to OP Units, focusing on achievement of the following results:

  • Work closely with the Admin/IT Associate in the Team to provide timely onboarding for new personnel in the Copenhagen office, including but not limited to building access, IT access, workstation & laptop, communications (email address) and systems access and other administration needs to facilitate smooth integration into the Organization.
  • Liaise with the Global Procurement Services division (GPSD) on timely recording of cost recovery for procurement services provided.
  • Liaise with the Training unit and GSSC in reconciling training fee deposits.
  • Regular reporting on revenue reporting for the Training unit and the GPSD
  • Timely processing of procurement invoices.
  • Managing mission travel requests, through the official Travel Agent’s online booking tool, recording of travel and entitlements in UNDP’s ERP module ensuring full compliance with UNDP’s policy and procedures.  Duties may include provision of support to the visa application process if needed.
  • Process actions in UNDP’s ERP system as required (accounts payable, reversals, Purchase Orders and Receipts as applicable)
  • Perform the role of ‘Requestor’   for procurement of goods and services for the Office of Procurement including Consultancy services, acquisition of stationery and other office equipment in accordance with procedures in place in the unit
  • Perform the role of Asset Focal point, maintenance of records on asset management, preparation of reports and support in asset certification processes.
  • Billing, recording and reconciling of fees for SCN Member agencies
  • Support with staff / personnel separation formalities.
  • Provision of information for audits.
  • Work closely with the rest of the Operations team to provide logistics support for OP workshops and retreats as needed.
  • Operate as the back-up for the Administrative/IT Associate during periods of absence
  • Actively liaise with direct supervisors, internal stakeholders and/or relevant UNDP entities to seek policy clarifications and/or identify solutions.
  • Perform other finance, HR and administrative duties as may be required and assigned by Supervisor

Ensure efficient travel administrative support focusing on achievement of the following results:

  • Process Travel arrangements, travel Requests (TRs) and Travel Claims (TCs) in line with travel entitlements for staff, consultants, UN personnel, and visitors, ensuring compliance with UN rules on the most direct route and the most competitive prices.
  • Perform Travel Arranger role in UNall.
  • Assisting staff with application and renewal of UNLP
  • Provision of information to staff/personnel on travel entitlements including route and mode of transportation.
  • Ensure vendor profiles are fully updated.
  • Ensure the appropriate actions are taken for all TCs under draft status, pending compliance review, pending payment, and pending recovery
  • Reconcile travel settlements in coordination with the Finance Unit to ensure timely payments.

Support knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Suggest ideas for streamlining procedures to deliver optimal client service
  • Enhance work efficiency through constant evaluation and analysis of processes within the Team.  
  • Actively pursuing opportunities for learning and self-development professionally and personally
  • Contribute to the learning of others including to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
 

Competencies

Core:

Achieve Results: LEVEL 1:

  • Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1:

  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1:

  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1:

  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1:

  • Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1:

  • Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1:

  • Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical:

Business Management - Customer Satisfaction / Client Management:

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  • Look for ways to add value beyond clients’ immediate requests
  • Ability to anticipate client’s upcoming needs and concerns

Business Direction & Strategy - Effective Decision Making:

  • Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.

Business Management - Communication:

  • Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels

Ethics - UN policy knowledge - ethics:

  • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Procurement - Contract Management:

  • Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
     

Required Skills and Experience

Education:

  • Secondary education is required. Or
  • A university degree (bachelor’s degree) in Business or Public Administration, Human Resources or related field will be given due consideration, but it is not a requirement.
  • Specialized certification in Human Resources, or Finance will be an asset
  • CIPS Level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

  • Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of progressively responsible administrative experience required of which at least 3 years relevant administrative experience in an international organization required.  
  • Experience in application and sound understanding of UN policies and procedures, specifically in the areas of procurement and general operations, is an advantage.
  • Experience of working with ERP required.
  • Experience in the usage of software packages / Office 365 (e.g., PPT, Word, Excel, Teams, SharePoint required
  • Experience and sound knowledge UN Travel policy is an advantage.
  • Experience in HR and Finance support is an advantage.
  • Previous experience in asset management is an asset.
  • Experience in other digital platforms relevant to the job would be an asset.

Language:

  • Fluency in English is required
  • Working knowledge of another UN language is an advantage
     

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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