Admin Practice Associate

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the six practice areas of HR, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding of solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs. 

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

IPAS Admin is a five-person team based at UNOPS HQ in Copenhagen providing advice and support to all UNOPS colleagues in HQ and in the field  in relation to:

• Personnel and corporate insurances

• Asset management

• Hospitality

• Vehicle management

• Establishment of dwelling facilities

• Official duty travel

IPAS Admin collaborates closely with the other HQ units such as UNOPS Security, Finance, HR and Legal.

Under the guidance and direct supervision of the IPAS Administrative Team Lead, the Admin Practice Associate will be responsible for advising and supporting UNOPS field offices and HQ colleagues on matters related to travel.

The Admin Practice Associate will promote a collaborative, client-focused and quality oriented approach to UNOPS personnel worldwide.

Specific responsibilities include:

• Advising UNOPS personnel regarding the corporate travel management system.

• Supporting the articulation and communication of corporate policies, processes and procedures related to travel.

• Provide support to the corporate online system for travel management and propose suggestions and work out solutions with the travel contract holder.

• Support the implementation of an automated payment system for the corporate travel management system in collaboration with other relevant UNOPS units.  

• Be the focal point and assist the travel management provider during training, review training materials supporting the corporate travel management solution.

• Revise and update the intranet page on travel and other practice related matters.

• Support the practice’s systematic collection of information and data to allow identification of areas of improvement and increased efficiency.

• The Admin Practice Associate may be asked to perform other related tasks in support of the overall efficiency of UNOPS administrative management. This includes support to other projects in the admin practice.

Education:

• Completion of secondary school is required. 
• University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute for some of the required years of experience.

Work Experience:

• With a high school degree a minimum of six years of relevant experience in general administration, logistics, or operations support services in national or international public or corporate organizations is required (2 years with a Bachelor).
• Some experience in UN system organizations is desirable.
• Experience in Online Booking Travel systems (OBT) is desirable.
• Proficiency in computers and office software packages and experience in handling of web-based management systems is required.
• Experience in the use of ERP (Enterprise Resource Planning) systems including Agresso is desirable.

Languages:

• Full working knowledge of English is required. 
• Knowledge of a second UN language (preferably French or Spanish) is an asset.

• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.