LCPC Secretariat Assistant

Copenhagen

Organization: UNOPS - United Nations Office for Project Services
Location: Copenhagen
Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
Occupational Groups:
- Administrative support
- Procurement
- Administration
Closing Date: Closed

Background Information - Job-specific

The Asia Region (AR), Europe and Central Asia Region (ECR), and the Middle East Region (MR) Local Contracts and Property Committees (LCPC) require the services of an assistant to provide routine transactional support to LCPC secretariat (100%). The primary focus of the unit is to review the award of all contracts in the AR, ECR and MR that are over a certain value - including certain non-staff contracts. The assistant will be responsible for a variety of administrative tasks and services. The incumbent takes routine decisions on administrative processes based on clearly established authority and guidelines.

Functional Responsibilities

Under the general supervision of the AR Management and Oversight Advisor and the direct supervision of the Joint Administrative Associate, the assistant in co-ordination with the Joint Administrative Associate, is responsible for the following:

Assist in preparing agenda for LCPC meetings, and arrange the logistics of the meetings, including circulation of the material to be reviewed;
Assist with preliminary screening of submissions and follow up with the submitting officers regarding any basic missing supporting documents;
Maintaining the schedule of panel members and advisers to attend each meeting;
Assist in preparing the minutes and recommendation memo in respect of each meeting with the details of each requested award and the Committee’s recommendation;
Promptly forwarding on to the submitting officer the minutes of the LCPC meeting and the decision made by the Regional Directors;
Manning the LCPC online submission system as well as the shared LCPC mailbox with the Administrative Associate;
Maintain hard and online records for easy reference and retrieval. Close all files and final reports on systematic basis;
Search through past submissions and records to respond to requests from audit or legal teams;
Assist in preparing reports, charts, graphs and tables applying skills in use of technology and information system in the organisation. Ensure accuracy and compliance with UNOPS format and style;
Perform other related duties as required.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

Proven excellent organisation and planning skills.
Excellent communication, interpersonal and negotiation skills. Tact and natural courtesy in dealing with colleagues across the organisation is required, together with the ability to stand ground.
The candidate will have to assimilate rapidly large amounts of information while still maintaining an overview.
Ability to work both in a team and independently
Proven ability to perform successfully under pressure.

Education/Experience/Language requirements

Education:

High school diploma is required.
University degree (Bachelor or Master’s) in Business or Public Administration, Project Management, Procurement, Law, Economics, or related field will be considered a strong asset and may substitue for some years of experience.

Experience:

4 years of experience in Project, Procurement and/or Administrative support functions is required.
Knowledge of UN/UNOPS rules and procedures with regard to procurement of goods, services and works is desirable.
Knowledge of UNOPS rules and procedures with regard to the engaging of Individual Contractors (ICAs) is desirable
Fully proficient computer skills. Knowledge of Excel desirable

Language:

Fluency in oral and written English is required. The language skills must be at a sufficient level to enable the incumbent to draft minutes and correspondence clearly and precisely.
Ability to read French and/or Spanish will be considered an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA-4
Contract duration: 1 year, renewable subject to satisfactory performance and funding availability

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

Please note that the closing date is midnight Copenhagen time
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
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.

This vacancy is now closed.
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