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Administrative Assistant, Secretary to Chief - G5, FTA

Copenhagen (Denmark)

  • Organization: UNFPA PSB - United Nations Population Fund, Procurement Services Branch
  • Location: Copenhagen (Denmark)
  • Grade: ICSC-5 - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-10-14

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This post is non-rotational.


Post type: Fixed Term Appointment

Closing Date: 14 October 2019 (midnight CPH time)

Duty Station: Copenhagen, Denmark

Duration: One year renewable (*)

Possibility for roster


(*) No expectancy of renewal in accordance with UN Staff Regulation 4.5


Background Information

The Position:

The Administrative Assistant position is located in the UNFPA office in Copenhagen in the Procurement Services Branch (PSB). The incumbent reports to and provides management support to the Chief of PSB.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA's new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in UNFPA programme results.

Job Purpose:

In direct support of UNFPA's strategy to achieve the International Conference on Population and Development (ICPD) goals and Sustainable Development Goals (SDG's) and under the supervision and guidance of the Chief of PSB ensure the effective and efficient implementation of Administration processes and the provision of the following services:

  • Support Chief PSB in the daily office routine, e.g. maintain calendar, make appointments, plan meetings efficiently, take minutes during meetings.
  • Support in all areas of administration and communication, including procurement of administrative goods and services for PSB's needs.
  • Timely process of travel requests, including payment and claims, and keep all relevant information on file.
  • Regular communications with PSB staff

Main Tasks & Responsibilities

A.Management Support to the Chief, PSB

  • Inform the Chief on the status of pending administrative issues and work deadlines, providing assistance to ensure mutual understanding of requirements and priorities by individuals/teams or unit.
  • Process and format text and tables in correspondence, documentation and reports.
  • Organize meetings as requested, assess the need for space depending on size of meeting, arrange appropriate meeting room and ensure all supplies and logistics are in place.
  • Resolve problems related to the provision of execution of administrative and secretarial activities, including while making appointments, setting/following up on deadlines and in assuring all meeting logistics are secured in a timely manner.

B. Provide Administration Services

  • Full compliance of records and reports with UN rules, regulations, UNFPA policies, procedures and strategies, effective implementation of the internal control framework
  • Preparation of Purchase orders and contracts in PeopleSoft (Atlas)
  • Ensure that Purchase orders (POs) are duly prepared and dispatched. Timely corrective actions in POs with budget check errors and other problems
  • Procurement of goods and services for PSB's needs, including general office supplies
    PSB Store management (basement) - PSB office stock management & control and store organization
  • Ensure integrity, accuracy & timeliness in the financial and administrative recording & capitalizing of Assets - Ensuring that the correct asset categories are used, enduring that the correct asset amount is capitalized, ensuring that the assets are recorded in Atlas correctly & on time.
  • Promote collaborative, client oriented approach, resulting in a higher staff confidence in unit administration and thus maintaining high staff morale.

C. Travel Requests

  • Travel coordinator - organize travel for all PSB Staff, including purchase of tickets, DSA calculations, visa requests, security clearance, PO preparation, processing of claims and follow-up.
  • Compile semi-annual Travel Plans

D. Communications

  • Focal point for UNFPA UN-House/Administrative related matters.
  • Communicate to PSB staff relevant administrative information related to the UN-House

E. other tasks

  • Ensure registration and deregistration of staff with the Ministry of Foreign Affairs of Denmark; process applications for Danish residence permits for staff and accompanying dependents, as applicable.
  • Other duties, and back-up support to other units, as required

Qualifications and Experience


Completion of Secondary education in required.

Knowledge and Experience:

  • Minimum 5 years of related work experience is required. Note that an Advanced University degree (or equivalent: i.e. CPA, ACCA, Jurist Doctor, etc.) in Public and Business Administration, Legal, in combination with 3 years of relevant work experience may be accepted in lieu of 5 years of experience.
  • Experience in administrative, procurement, or secretarial support including information systems and procurement is an asset.
  • Knowledge of UNFPA's mandate is an asset.
  • Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Atlas (PeopleSoft or alternatively Oracle), E-filing system and other software applications is a strong advantage.


Fluency in English is required; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Required Competencies


  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing diversity in all its forms
  • Embracing change

Core Competencies:

  • Achieving Results
  • Being Accountable
  • Developing and Applying Professional Expertise/Business Acumen
  • Thinking analytically and Strategically
  • Working in Teams/Managing Ourselves and our Relationships
  • Communicating for Impact

Functional Competencies:

Providing logistical support
Managing documents, correspondence and report
Managing information and work flow
Planning, organizing and multitasking
Supporting financial data analysis
Technical expertise


Applications in English should be submitted no later than 14 October 2019 at 24:00 (Copenhagen time) via the link to UNFPA e-recruit system:

Please note that the link may only work in Internet Explore. If you face any problems with your application, kindly let us know through the e-mail

Evaluation of qualified candidates for this position may include a written test or other assessment methodologies followed by a competency-based interview

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.


WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline

Notice to applicants: In accordance with the rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, are required to renounce such status upon their appointment. Exceptions to this rule are very limited and can be made only for: (a) stateless persons; (b) newly appointed staff members who have applied for citizenship by naturalization, when such citizenship will be granted imminently; (c) acting staff members in the General Service and related categories with permanent residency status, on promotion to the Professional category; (d) staff members appointed under a temporary appointment. Please understand that UNFPA is not in a position to provide advice on or assistance in applying for any citizenship.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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