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Generic Vacancy Announcement - Administrative Assistants GS-5, Supply Division, Copenhagen

Copenhagen

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Copenhagen
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Logistics
    • Supply Chain
    • Finance and Administration
  • Closing Date: Closed

This is a Generic Vacancy Announcement (GVA) for the Talent Group for Administrative Assistants at the GS-5 level in UNICEF Supply Division, Copenhagen.

 Generic Vacancy Announcement

Administrative Assistants (GS-5 level)
UNICEF Supply Division

 

For Every Child…a Sustainable Future


This is a Generic Vacancy Announcement (GVA) for the Administrative Assistant Talent Group (GS-5 level) in UNICEF Supply Division.

Talent Groups at UNICEF are exclusive lists of pre-vetted, highly qualified candidates intended to fast-track recruitment processes as positions become available. After a rigorous selection process, successful candidates will be placed in the GS-5 Administrative Assistant Talent Group for Supply Division for a period of 36 months. While placement in the Talent Group does not guarantee a position, it is an important resource for filling vacancies. Candidates placed into the Talent Group will be reviewed when a relevant position becomes available and if found suitable, are offered placements through a direct selection process.


How Can You Make a Difference?


Key responsibilities for Administrative Assistants GS-5 in Supply Division will include:


1. Assists the Chief in ensuring that the daily duties in the Centre are properly performed in particular time management, proper sorting/distribution of the daily mail, preparation and planning of meetings and missions, handling of calls and visitors.

2. Performs administrative tasks related to the organisation of official travels, missions, internal and external meetings of the Chief such as preparing travel forms/documents and Centre calendar, organizing appointments, preparing briefing documents in collaboration with the Contract Officers.

3. Ensures that policy, confidential and management files are properly maintained and up to date.

4. Searches, compiles and prepares information material documents as required.

5. Takes dictation, prepares routing correspondence and produces minutes and unofficial translations as required.

6. Receives, screens, and distributes mail to appropriate persons within Centre.

7. Drafts routine correspondence for signature by Chief.

8. Supports Chief with administrative personnel including Performance Evaluation Reports (PER) of staff, follows-up with supervisors and staff that all PER’s and related discussions are completed on time and are documented.

9. Maintains the Centre library, samples and works with Communication Officer on web-site information/Digital Workspace.

10. Monitors daily attendance of centre staff and prepares monthly absence reports.

11. Develops agenda for Centre meetings and organizes and supports sharing sessions (Centre and Division sharing sessions). Organizes Centre representation at the Supply Café for procurement workshops and other learning events hosted in Copenhagen.

12. Administers on behalf of the Chief, the travel budget, overtime budget and other administrative budgets assigned to the Centre.

13. Any other duties as requested by the supervisor.

 

To qualify as a Champion for every Child you will have…

Required:
- Completion of secondary education
- Five years in a secretarial function, preferably in an international environment
- Proficiency in Word, Excel and PowerPoint
- Fluency in English

Desirable:
- Proficiency in additional UN language (Russian, Spanish, Chinese, Arabic)
- Knowledge of Danish
- Knowledge of UN processes and procedures
- Knowledge of SAP/ ERP system

 

For every Child, you demonstrate…


Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

To view our competency framework, please click here.

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 GVA is 31 December 2017. Review of applications, will be done on a rolling basis throughout 2017 with periodic batching of candidates for assessments during the year, based on the needs of the Division.  The first review will take place on 5 May 2017, so it is advised that you submit your application before that date.

 

This vacancy is now closed.
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