Administrative Assistant, GS-5, Financial Management & Administration Centre (Administration Unit), UNICEF Supply Division, (Temporary Appointment until 30 August 2018)

Under the guidance of Senior Admin. Assistant, SD, Administrative Unit, this position will facilitate and co-lead to support meetings and events organized and hosted by UNICEF Supply Division primarily in UN City Campus 1 and 2 and as needed in other venues. The incumbent of this post shall also be expected to support other assignments and tasks related to services provided by administrative unit as identified by the supervisor.

Administrative Assistant (GS-5 level) (Temporary position until 30 August 2018) 

UNICEF Supply Division, Copenhagen

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

For every child, commitment

The Administration unit is an integral part of Supply Division (SD) and ensures the well-being of its staff through providing reception facilities, building and premises maintenance and asset overview, preparation and support for events for both internal and external participants. In addition it provides services related to travel preparation for all staff in Supply Division.  It is also responsible for ensuring the safety of SD staff through its security function and liaison with other UN agencies. The responsibilities of administration unit covers SD staff and premises in both Campus 1 and Campus 2.

How can you make a difference?

Under the guidance of Senior Admin. Assistant, SD, Administrative Unit, this position will facilitate and co-lead to support meetings and events organized and hosted by UNICEF Supply Division primarily in UN City Campus 1 and 2 and as needed in other venues. The incumbent of this post shall also be expected to support other assignments and tasks related to services provided by administrative unit as identified by the supervisor.

Facilitate and co-lead meetings and events

• In coordination with center focal points, plan and execute tasks & resources to conduct meetings and events hosted by UNICEF Supply Division (SD) in an efficient and effective manner

• Liaise with   administrative assistants and subject matter experts from SD centers to ensure all meeting requirements/requests as identified are met. This include items such as Admin. /logistics notes,   budgets, transport, confirmation of venues, seating plans arrangements, ICT equipment, catering services, accommodation arrangements, social events, workshop supplies and stationery etc..,  

• Follow up with staff members who are responsible for implementing the agreed actions as per timeline.

• Ensure clear communication across all parties involved throughout from planning to post implementation. 

• Work closely with the Admin. Manager and the Snr. Admin. Assistant to ensure that appropriate safety and security measures are in place for the entire duration of the meetings and events.

• Assist with venue arrangements such as seating, stationary, catering, transportation, temporary structures (tents) and others as identified. 

• Follow up with administrative assistants from SD centers and ensure that all vendor invoices related to meeting expenses are processed and paid within the agreed timelines.
• Facilitate the compilation of and documentation of the lessons learnt and share recommendations along with corrective actions if any to SD management and respective centers.

Coordinate the provision of administrative services in campus 1.

• Oversee cleaning and maintenance of UNICEF offices and meeting rooms in campus 1 including office furniture and equipment 

• Liaise with UN City common services to address any notable performance issues arising from the work of the cleaning and maintenance contractors. 

• Participate in meetings with the common services in campus 1 and document agreements reached and actions to be taken.
• Solicit feedback from UNICEF staff working in campus 1 regarding quality of Admin. Services.

Property management, office equipment, vehicles

• Assist Snr. Admin. Assistant in the maintenance of office furniture and equipment in Campus 1 that are not covered by UN City common services. 

• Ensures that all rooms and offices have necessary workstation facilities including a working desk lamp, trash baskets, and a working telephone.

• Coordinate  transport requests as identified to facilitate SD staff to participate in special events in Campus 1

Other duties:

Performs other duties assigned from time to time and \acts as back up to the Senior Admin. Assistant whenever he is not available.

To qualify as an advocate for every child you will have…

Requirements:

• Residency and valid work permit for Denmark.
• Completion of secondary education.
• A minimum of 5 years of progressively responsible administrative or clerical work experience in an international organization
• Experience with events managements in a busy working environment
• Experience with report writing
• Proficiency in MS Word and MS Excel

• Fluency in English

Desirable:

• Technical or university Degree in Administration or management
• Experience with Vision SAP
• Experience with conference management
• Experience with office management, stores management and office facilities management
• Fluency in Danish

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. In addition, the following functional competencies will be required for this position:

• Analysing
• Learning and Researching
• Planning and Organising
• Following Instructions & Procedures

To view our competency framework, please click here: https://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Remarks

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.

The closing date of this position is 5 July 2017.

Please be informed that all applications to UNICEF are handled via UNICEF's online recruiting system. You can apply to the above position by creating your profile, and application at our web site: http://www.unicef.org/about/employ/index.php.  Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process.  Queries can be directed to Louise Pedersen at lpedersen@unicef.org

Visit us at www.unicef.org/supply/