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Administrative Assistant (Receptionist), GS-4, Financial Management & Administration Centre, UNICEF Supply Division

Copenhagen

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Copenhagen
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
    • Logistics
    • Supply Chain
    • Finance and Administration
  • Closing Date: Closed

The Administration Unit of Supply Division, Copenhagen is looking for a dedicated Administrative Assistant (Receptionist) whose main task will be to provide professional receptionist and administrative services for the Supply Division reception and in addition, support the Admin team with administrative and logistical tasks.

Administrative Assistant (Receptionist) (GS-4 level)

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 of Supply Division, Copenhagen  is an integral part of the Financial Management and Administration center (FMAC) and supports UNICEF’s work for children by offering services to all UNICEF SD staff members on a daily basis in the areas of transport and travel, office facilities management general administration services, staff safety and security and coordinating meetings/conferences and workshops which facilitates Supply Division staff to carry their duties in support of children efficiently and effectively. The UNICEF Supply Division Reception supports the UNICEF SD mandate by assisting staff with their daily tasks through the welcoming of guests, visitors, partners, service providers and stakeholders and directing phone calls and inquiries to the appropriate recipients.

 

How can you make a difference?

The incumbent provides professional receptionist and administrative services for the Supply Division at UN City Campus 2 reception and in addition, supports the Admin team with administrative and logistical tasks: 

  1. Receives and welcomes visitors and contractors at the reception desk of UNICEF Supply Division and direct them to concerned staff members.
  2. Answers telephone calls and respond to general queries of visitors. Operates the PC based switchboard, receives, screens and assists all incoming callers. Provides the necessary assistance by forwarding unanswered calls to other responsible persons within the centre, or providing necessary information.
  3. Keeps the UNICEF Supply Division telephone switchboard directory up-to-date (CMG Directory Manager programme).
  4. Monitors and operates the security gate. Registers all visitors in the visitor registration system, providing them with visitor’s access cards and ensuring collection of these badges upon departure. Confirms appointments and announces visitors to the respective section and/or individual staff members with due regard to the internal security requirements. Arranges taxis as required.
  5. Distributes all generic mails received on Supply Division’s generic e-mail address.
  6. Operates the central fax system and routes faxes to the relevant recipients within 30 minutes of receipt.  Checks telephone and fax services and reports technical errors and services difficulties, ensuring speedy remedial action.
  7. FMAC attendance focal point: registers sick leave for FMAC unit and follows up on attendance records with HR.
  8. Arranges monthly extraction and distribution of internal business and personal telephone bills for all UNICEF Supply Division staff including mobile telephone bills.  Follows-up on monthly reimbursement from the concerned staff for the personal use of the UNICEF telecommunication system in accordance with established practice. Prepares payroll deductions for personal courier services.
  9. Provides back up for Administrative Assistants (FMAC and PPE) and Travel Assistant during absence of leave.             
  10. Assist the SD Staff Association with selling merchandise, tickets for events and other items; ensures the safety of said items and accounts for stock and sales proceeds.
  11. Draft correspondence for Admin Unit internal and external communication; translates correspondence from Danish to English for staff.
  12. Maintains the daily attendance list of the UNICEF Supply Division staff. Keeps up to date records for security purposes.
  13. Performs other duties as required.

 

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

 

Requirements:

 

  • Completion of secondary education and commercial school or secretarial diploma.
  • At least 4 years’ progressively responsible administrative work experience in a large international organization
  • Proficient in MS Office
  • Fluency in English and Danish
  • Residency and valid work permit for Denmark

Desirables:

  • Working experience in reception or protocol
  • Working knowledge of SAP
  • Working knowledge of a second UN language (French, Spanish, Arabic, Russian, Chinese)

 

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 7 August 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/

This vacancy is now closed.
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