Administrative Assistant

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

The functions/duties/key results of this job description are generic and may not always be applicable, nor comprehensive, for all jobs under this job title.

Under the direct guidance of their designated supervisor, the incumbent will be responsible for some of the following key functionalities, which may vary from duty station to duty station.

• Raises requisitions for the acquisition of ICT equipment.
• Liaises with the Procurement Section for vendor clarifications, change orders, cancellations, deliveries, performance reports and close-out's.
• Coordinates and processes the technical evaluation of bids and ensures evaluations are in conformity with the procurement guidelines;
• Identifies requirements under System Contracts and where applicable, requests quotations from vendors prior to raising the requisition;
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.

Professionalism: Knowledge of information technology and applications, including computer system networks. Good technical skills, ability to conduct network maintenance, provide server services and user support. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Client Focus: Keeps clients informed of project stage. Maintains ongoing communication at all times. Anticipates customer needs and acts in preparedness. Is flexible with respect to working hours and goes beyond the call of duty to service. Develops long term working relationships with clients on a one to one basis.
Communications: Proven ability to write in a clear and concise manner and to communicate effectively orally. Ability to prepare reports, articulate options concisely conveying maximum necessary information, and make and defend recommendations.

Planning & Organizing: Ability to organize, plan and implement work assignments, manage competing demands and work under pressure of frequent and tight deadlines.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Technological Awareness: Ability to keep abreast of available technologies and actively seek to apply technology to appropriate tasks. 

• Secondary School Education is required;
• Technical Diploma/License, Bachelor’s or Master’s Degree will be considered as a strong asset;

Experience:

• A minimum of four years of experience in administrative services, budget, finance, human resources or related field is required. A Bacheor's or Master's degree or a Technical Diploma or License may substitute for some or all the required years of experience respectively.
           
• Work experience with an international organization is desirable.

Language:

• Fluency in English with the ability to write /draft documents easily, understands/reads English easily is required. 
• Knowledge of another official United Nations language is an advantage

• This roster announcement will remain open for several weeks and we will review applications and conduct assessments continuously. 
• Qualified female candidates are strongly encouraged to apply.
• Based on organizational needs at the time of recruitment, applicants accepted into this UNOPS roster pool may be considered for job at the advertised job level or its equivalent.
• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• For staff and non-staff positions, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the job.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. 

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.  Recruitment/internship in UNOPS is contingent on the results of such checks.